FamilySearch is a trademark of Intellectual Reserve, Inc.

Transcription

1

2 Personal Ancestral File User s Guide This manual is based on the on-line help system that came with Personal Ancestral File You may print it for help with using Personal Ancestral File. 1999, 2000 Intellectual Reserve, Inc. All rights reserved. English approval: 7/99. No part of this document may be posted on-line or reproduced in any form for any purpose without the prior written permission of the publisher. Send all requests for such permission to: Copyrights and Permissions Coordinator Family History Department 50 East North Temple Street Salt Lake City, UT USA Fax: FamilySearch is a trademark of Intellectual Reserve, Inc

3 Table of Contents Introduction to FamilySearch Personal Ancestral File... 8 Where do I begin?... 8 Protecting the privacy of living people... 8 Obtaining information about The Church of Jesus Christ of Latter-day Saints... 9 What if I have problems using Personal Ancestral File?... 9 What s new in Personal Ancestral File 4.0?... 9 Using the keyboard Shortcut keys Personal Ancestral File Companion Reports printed by Personal Ancestral File Companion What are databases? Using databases on floppy disks Using databases in multiple versions of Personal Ancestral File Saving databases Creating new databases Opening databases Closing databases Reading a database s file properties Deleting databases Making a backup copy of your database Restoring databases Checking and repairing databases Splitting a database Converting files from previous versions of Personal Ancestral File Transferring information from another program Converting sources stored in notes Navigating databases Handling the selected person...26 Symbols on the Family View and Pedigree View screens How the Use list when navigating option affects navigation Using the Pedigree View screen Using the Family View screen Searching with the Descendancy List Inputting diacritics and special characters To use the character map To use the 10-key pad to input diacritics Understanding ANSI and ANSEL Adding and linking individuals...37 Guidelines for adding and linking individuals Assigning record identification numbers Individual records Marriage records Adding spouses Adding children Adding parents... 48

4 Handling names Handling titles Handling event dates Handling event places Handling Latter-day Saint ordinance information Understanding ditto features Adding other events and attributes to individual and marriage records To add other events and attributes to individual and marriage records To remove other events and attributes from individual and marriage records Using the Define Custom Event screen Using the Select Event screen Editing individual and marriage records To edit marriage records To edit individual records Unlinking a spouse, child, or parent To unlink a set of parents from an individual To unlink an individual from a family Deleting individuals and marriages To delete a marriage from the database To delete an individual from the database Rearranging children, parents, and spouses To edit child order Understanding spouse order Linking a person to more than one set of parents Adding contact information To add or edit contact information Using notes Guidelines for notes Notes that are stored in separate files Keeping some notes confidential To view a list of sources from notes Adding and editing notes Copying notes from one record to another Using tags Deleting notes Using the Notes Selector Citing sources How sources are stored Guidelines for citing sources For more information about citing sources Adding sources Editing sources Changing a source s repository Deleting and removing sources Using the list of sources Examples of Sources Using multimedia in sources

5 Tracking repositories Adding repositories Editing repositories Removing and deleting repositories Using the Repository List Using multimedia Collecting multimedia objects Sharing multimedia files Acceptable multimedia formats Using the Multimedia Collection screen Adding multimedia to individuals and sources Modifying multimedia Removing multimedia files Viewing an individual s scrapbook Assembling a slide show Troubleshooting multimedia Finding an individual Finding the home person Searching with the Individual List Searching with the Marriage List Searching by RIN or MRIN Searching with the Descendancy List Using Advanced Focus/Filter Using the list of individuals selected with Advanced Focus/Filter To find a group of individuals with Advanced Focus/Filter Manipulating the filtered list (focus list) Using relationship filters Using field filters Selecting Printing Options Printing Latter-day Saint data on reports Saving a report as a file Previewing reports before printing Setting up the page for reports Changing the title of a report or web page Selecting fonts for reports Selecting photo options for reports Setting preferences for reports Printing reports, charts, and lists To print reports Understanding ordinance abbreviations Printing pedigree charts Printing family group records Printing ancestry charts Printing descendancy charts Printing books Printing individual summaries Printing scrapbook pages

6 Printing lists Printing calendars Printing custom reports To create and print custom reports Saving, reusing, and deleting custom reports Exporting information What is GEDCOM? Using the GEDCOM Export screen Exporting GEDCOM files to share with others Submitting information to Ancestral File Submitting names for temple ordinances Submitting information to the Pedigree Resource File Importing information To import GEDCOM files Working with imported information Merging duplicate records Identifying potential duplicate records Using the Merge screen To have Personal Ancestral File identify potential duplicates To merge records that you select To merge records with matching Ancestral File Numbers (AFNs) Merging duplicate sources and repositories Creating a web page To create a web page Uploading your web page Setting preferences Setting File preferences Setting General preferences Setting InfoBox preferences Setting Prepared by preferences Setting Fonts preferences Setting Multimedia preferences Setting Formats preferences Setting Folders preferences Using the Date Calculator What is the Gregorian calendar? To calculate the elapsed time between two dates To calculate a date based on one date and an elapsed amount of time Using the Relationship Calculator To calculate the relationship between two people Using the Soundex Calculator To calculate a Soundex code Manually calculating a Soundex code Changing names to mixed case To change names to mixed case

7 Using Global Search and Replace To use Global Search and Replace Conducting Internet searches To search for an individual on the Internet Glossary Index

8 Introduction to FamilySearch Personal Ancestral File FamilySearch Personal Ancestral File is a tool to help you record, manage, and share your genealogical information. With this program, you can create and store family information about thousands of people. After you have typed a person s information, you can link that person to families and then link families together. Personal Ancestral File displays the person s information as you request. For example, a person can be seen in a family as a child with siblings or as a parent with a spouse. You can display family groups any way you want. Once you have names in your file, you can search for and find specific individuals. You can change or correct individual s information as needed. After you change a person s information once, the changed information appears any time you display that person. Tip: For basic information on how to use Personal Ancestral File 4.0, see the Getting Started guide. From the Help menu, select Getting Started Guide. The guide will open in your word processor or in WordPad. Where do I begin? Where you begin depends on what you already have done: If you already have information in Personal Ancestral File 3.0 or higher, open the database into Personal Ancestral File 4.0 If you have information in Personal Ancestral File 2.0 to 2.31, open the INDIV2.DAT file into Personal Ancestral File 4.0. The file will be converted for use in version 4.0. If you do not have any information in a database, create a new database. Then add yourself and your immediate family. Import any GEDCOM files that you have. Protecting the privacy of living people Using a computer for recording genealogical information allows you to easily share your information with others. However, as you share information, please respect the privacy of individuals who may be living. Do not share information that may be used to embarrass or harm people who may still be living (such as social security numbers and mothers maiden names). Tip: To create a file that does not contain information about living people, use the Export feature. 8

9 Obtaining information about The Church of Jesus Christ of Latter-day Saints Personal Ancestral File was created by The Church of Jesus Christ of Latter-day Saints to help its members and other people manage their family history information. To obtain more information about the Church, from the Tools menu, select About The Church of Jesus Christ of Latter-day Saints. Tip: When you use this option, Personal Ancestral File looks for an Internet browser and sends you to the Church s web page ( What if I have problems using Personal Ancestral File? Due to the large volume of users downloading Personal Ancestral File 4.0, the Family History Department is not able to give personal assistance. The help system and Getting Started guide are designed to give you the help you need. In addition, the Frequently Asked Questions and Feedback features for Personal Ancestral File may be helpful. These are found at Tip: If you have an Internet connection, you can go directly to this web page. From the Help menu, select Feedback and Frequently Asked Questions. If you have a question not addressed in the help system or the Getting Started guide, please refer to the Frequently Asked Questions option. These questions and answers are updated frequently, based on users responses. If you do not find the answer you are looking for in Frequently Asked Questions, please use the Feedback option to submit your question. You can also use the Feedback option to report a problem with the Personal Ancestral File program or to suggest an improvement. Your feedback is appreciated and will help improve Personal Ancestral File. Tip: You may also be able to find help from a Personal Ancestral File users group. What s new in Personal Ancestral File 4.0? The biggest change from the previous version of Personal Ancestral File is that version 4.0 runs on Windows operating systems. Other new features include: Pedigree View screen (formerly Large Pedigree). You can navigate through your family lines, edit and search for individuals, and add notes and sources. Expanded printing capabilities. You can now print books, scrapbooks, and calendars. Private notes. You can use a tilde (~) to mark those notes that you want to keep private. Mark the notes that you want to print with an exclamation point (!). Search menu items. The Marriage List and Descendancy List searching capabilities are new. 9

10 Other events. You can add your own events to individual and marriage records. Web page creator. You can create a web page to store their family history on. This enables other people with Internet access to download family information. Multimedia. Media objects, such as photos, videos, and audio clips, can be attached to individuals. Multiple database handling. You can have more than one database open at a time. Sharing notes. You can cut, copy, and paste notes from one database to another. Using the keyboard Although all of the menu commands and selections are accessible simply by pointing and clicking, sometimes you may want to access Personal Ancestral File s features without a mouse. Several features have shortcut keys. You will find a list of them here in help. You can also see them on the pull-down menus at the top of the screen. For example, on the File menu, the shortcut key for Open is Ctrl+O. This means that you can press the Ctrl key and the letter O at the same time to open a file. Each option on a screen has an underlined letter, press Alt plus that letter to use that option. The Spacebar works on buttons the same as clicking the left mouse button. On screens that have tabs, such as the Preferences screen, press Ctrl+Tab to go to the next tab. Press Esc to close most windows. On drop-down boxes, press F4 to see all of the options. Press the arrow keys, Page Up, Page Down, Home, and End to move around the Family View and Pedigree View screens. 10

11 Shortcut keys Some people find it faster to use the keyboard rather than the mouse. It you prefer, you can use the following shortcut keys in Personal Ancestral File. Shortcut key F1 Ctrl+F4 Alt+F4 Ctrl+A Ctrl+D Ctrl+F Ctrl+H Ctrl+Home Ctrl+I Ctrl+L Ctrl+M Ctrl+N Ctrl+O Ctrl+P Ctrl+R Ctrl+S Ctrl+T Ctrl+U Shift+Ctrl+P S F Option Obtain help with the selected screen. Close the displayed database. Exit Personal Ancestral File. Add a new individual. Display a descendancy list of the selected individual. Display a list of individuals in the database. Add the selected individual s mother. Return to the home person. Edit the selected individual. Add the selected individual s child. Edit the selected individual s multimedia collection. Edit the selected individual s notes. Open a database. Print reports. Find an individual by RIN or MRIN. Switch from the Family to the Pedigree screen, and back again. Add the selected individual s father. Add the selected individual s spouse. Set preferences. On the Family View screen, move the spouse to the primary position. (Does not work on the Pedigree View screen.) On the Family View screen, move the father to the primary position. On the Pedigree View screen, select the father. M On the Family View screen, move the mother to the primary position. On the Pedigree View screen, select the mother. C On the Family View screen, move a child to the primary position. On the Pedigree View screen, select the father. 11

12 Personal Ancestral File Companion Personal Ancestral File Companion is a utility program designed to print high quality genealogical charts and reports directly from Personal Ancestral File. The Companion was designed for version 3.0 of Personal Ancestral File. A patch is available that will allow the Companion to start version 4.0 of Personal Ancestral File rather than 3.0. This patch is available over the Internet at Personal Ancestral File 4.0 now prints many of the same reports as the Companion, though the Companion prints them in a different format. The Companion also prints some reports that Personal Ancestral File 4.0 does not, including: Fan charts. Descendancy lists that are not indented. Kinship reports. Reports printed by Personal Ancestral File Companion The following chart lists the reports you can print with the Companion and whether Personal Ancestral File 4.0 also prints them. Even though you can print the same type of report with Personal Ancestral File, the Companion may use a format that you prefer. Report Definition Can Personal Ancestral File 4.0 also print it? Family group records A report that lists a family parents and children and gives information about dates and places of birth, marriage, and death. Yes Kinship reports A report that lists all of a person s relatives. No Pedigree charts Ancestor charts (with siblings) Fan charts Ahnentafel charts (book format) A report that shows an individual s direct ancestors parents, grandparents, greatgrandparents, and so forth. May contain birth, marriage, and death information. A pedigree chart that contains only names and limited information about the people on it. A fan-style representation of an individual and his or her ancestors. A report that lists the name, date, and place of birth, marriage, and death for an individual and a specified number of his or her ancestors. The first individual on the list is number one, the father is number two, the mother is number three, the paternal grandfather is number four, the paternal grandmother is number five, and so forth. Ahnentafel is a German word meaning ancestor chart or ancestor table. Yes No No Yes 12

13 Report Definition Can Personal Ancestral File 4.0 also print it? Descendant charts Outline descendant reports Register reports (book format) Family ordinance summaries Wall charts A report that lists an individual and his or her children and their spouses and children. A report that lists an individual and his or her children and their spouses and children. Each generation is indented. A report that lists an individual and his or her descendants in a narrative form. The first paragraph identifies the individual and explains birth and other event information in complete sentences. The next paragraph describes the person s first spouse. The next paragraphs list the couple s children and their spouses. If the person had more than one spouse, those spouses and any children appear after that. A report that lists all known ordinance dates for each person in a family. An ancestry chart that can be taped together to form one large pedigree chart. Yes Yes Yes Yes Yes 13

14 What are databases? A database is a group of records that can be accessed, altered, saved, and shared. When you use Personal Ancestral File, you are really using a database. Personal Ancestral File considers each individual, marriage, source, and repository to be a record in a database. Databases are stored as files on your computer. Using databases on floppy disks In general, it is best to save your databases on your hard disk and then to save a backup copy on a floppy disk. However, sometimes, such as when you are using a computer in a Family History Center, you may need to work with your database on a floppy disk. If your database is on a floppy disk, DO NOT REMOVE THE FLOPPY until you close the database or exit Personal Ancestral File. Serious loss of data on the current floppy or the next floppy you insert can occur! Work on databases stored on your hard disk whenever possible. To save a database on a floppy disk, you can use one of these methods: If the database is on your hard drive, use Windows Explorer to copy the.paf file to a floppy disk. If you are creating a new database, select your floppy drive when you select the drive and folder where the database will be stored. Using databases in multiple versions of Personal Ancestral File Over the years, different versions of Personal Ancestral File have used different databases. The following table explains how you can use databases from previous versions of Personal Ancestral File: 14

15 Versions 2.2 to 2.31 Does the database require conversion? Yes. To convert the file, open the INDIV2.DAT file into Personal Ancestral File 4.0. The INDIV2.DAT file is not modified, so you can still use it in the previous version if you want to. Will the changes that I make in one version appear in the other? No. If you want to keep the same information in both versions, you will have to make the same changes to both. 3.0 to 4.0 No. Personal Ancestral File 4.0 reads the file directly. Yes. However, version 4.0 allows you to track information that Personal Ancestral File 3.0, 3.0M, and 3.01M cannot display. These include: New fields on the Individual screen, such as Nickname, Physical Description, Baptism Type, Also Known As, and so forth. Other events and attributes that you add to individual and marriage records. Multimedia. This information will still be in your database, but you can view and edit it only in version 4.0. Saving databases Personal Ancestral File saves all of your changes (additions, edits, deletions, and so forth) when you click the OK or Save buttons. You do not need to save your databases separately. Tip: If you want to keep your database on a floppy disk, it may be faster to first save the database on the hard disk and then to copy it onto a floppy. You will need to name your file. If the file will be used in a system running on Windows 95 or higher, the name can contain as many characters as you want. However, if it will be used in a DOS system (such as Personal Ancestral File 3.0, Ancestral File, or TempleReady), it can have up to 8 characters only. Creating new databases You can create many databases that contain family information. You may, for example, want to create a new file when you: Record information about your family in Personal Ancestral File for the first time. Split an existing database into two or more separate databases Add a GEDCOM file to a temporary file. This allows you to look at the information and correct any errors before adding it to your permanent database. 15

16 To create a new database 1 From the File menu, click New. 2 From the Create New Family File screen, select where you want to store your file. Tip: You can use any folder for your database, but you should not keep your data files in the program folder. 3 In the File Name field, type the name of your file. This name appears on the Personal Ancestral File title bar each time you open this file. 4 Click Save, and the Prepared by tab of the Preferences screen appears. 5 Type your name, address, and other information. Press Tab to move from field to field. 6 Make any other changes to the Preferences that you would like. 7 Click OK. Opening databases To use Personal Ancestral File, you must open an existing database or create a new database. If you used Personal Ancestral File 2.0 to 2.31, you can convert the INDIV2.DAT file by simply opening it into Personal Ancestral File 4.0. Tip: You can have more than one database open at a time. Use the options in the Window menu to switch between the files. To open an existing database 1 From the File menu, click Open. Or press Ctrl+O. 2 If the database you want is not displayed, find the drive and folder where it is stored. Tip: If you do not know where your database is stored click Search. Personal Ancestral File finds databases that have a.paf extension or that are named INDIV2.DAT. 3 Click on the file name. 4 Click Open. Tip: If you select an INDIV2.DAT file, Personal Ancestral File converts it for use in version 4.0. If you have a database that you created in version 3.0 or higher, you do not need to convert the file. 16

17 To open more than one database 1 From the File menu, click Open. Or press Ctrl+O. 2 If the database you want is not displayed, find the drive and folder where it is stored. Tip: If you do not know where your database is stored click Search. Personal Ancestral File finds databases that have a.paf extension or that are named INDIV2.DAT. 3 Click on the file name. 4 Click Open. 5 From the Windows menu, select the option that you would like to use to display the databases. Or, select the database that you would like to use. Tip: If you select an INDIV2.DAT file, Personal Ancestral File converts it for use in version 4.0. If you have a database that you created in version 3.0 or higher, you do not need to convert the file. To have the computer search for existing databases 1 From the File menu, select Open. Or press Ctrl+O. 2 Click Search. Tip: Personal Ancestral File finds databases that have a.paf extension or that are named INDIV2.DAT. 3 Personal Ancestral File searches your hard disk and finds all files with the extension you selected. Click the file you want. 4 Click Open. Closing databases If you do not want to use a database any longer but do not wish to exit Personal Ancestral File, you can close a database. You can then work on other databases. 17

18 To close a database 1 From the File menu, select Close. Or press Ctrl+F4. Tip: Personal Ancestral File does not ask you if you want to save any changes because all changes have already been saved. Reading a database s file properties The File Properties screen contains the following information about your database The file s name, location, size, and last modification date. The number of individuals, marriages, sources, citations, repositories, notes, user events, and multimedia files. It also lists items that have been deleted. The amount of space left on the disk where your file is stored. To view the file properties of a database 1 From the File menu, select Properties. 2 Review the information on the screen. 3 Click OK. Deleting databases Sometimes you may need to delete a database. When you delete a database, be sure that you have a backup copy if you ever want to use it again. Tip: The Delete feature in Personal Ancestral File does not delete the multimedia files attached to your database. To delete a database 1 From the File menu, select Delete. 2 Find the drive and folder where the database is stored. 3 Click on the file name, and click Delete. 4 You will be asked if you are sure you want to send the file to the recycle bin. If you are sure, click Yes. If you are not sure, click No. 18

19 Making a backup copy of your database You should always keep a backup copy of the most recent version of your file. A backup copy can prevent you from losing all of your work if something happens to your database. Especially make a backup copy before you do anything that alters your database, such as: Adding or editing several records in your file. Deleting records from your file. Merging records. Repairing your database. Importing a file. Splitting a database. Using the Global Search and Replace feature. Tip: You may want to keep several backup copies on separate disks. When you make a new backup copy, simply replace the oldest backup copy. If you ever need to restore a database and find that the backup copy has problems, you can restore earlier versions until you find one that works. To back up a database 1 From the File menu, select Backup. Tip: Some features, such as merge, allow you to make a backup copy before you proceed. If you are making a backup copy from one of these features, skip to step 2. 2 Select the drive and folder where you want to save the backup copy. 3 Type a name for your backup file. 4 Click Backup, and the backup process begins. 5 A message displays when the backup is complete. Click OK to continue. Tip: Store your backup copy on a clearly labeled floppy or other type of disk that is separate from where you store the working copy of your database. That way, you will still have your backup database file if the computer s hard disk is damaged. 19

20 Restoring databases The easiest way to fix your database if it is damaged or if you make changes that you wish to undo is to restore it from a backup copy. If you have made any changes after you made the backup copy, those changes will not appear in the restored database. Therefore, you should make a backup copy each time you make changes that you want to keep. To restore a database 1 From the File menu, click Restore. 2 If the file is not displayed, find the drive and folder where it is stored. Tip: All backup files have the file extension bak. 3 Double-click the file name. Or click on the file name, and click Restore. 4 If the file you are restoring is open, Personal Ancestral File asks you to confirm the restore action. Click Yes to continue. Checking and repairing databases Sometimes your databases can develop problems that have nothing to do with the information you type. These problems are usually caused by: Turning off your computer before exiting Personal Ancestral File. Power failures or surges (or accidentally hitting the off switch) while you are using Personal Ancestral File. You can use the Check/Repair option to scan your database for internal problems. If the check finds any problems, you can have the program try to fix them. You should protect the integrity of your database by running the database Check/Repair feature occasionally. If it finds problems, Personal Ancestral File displays the report in Notepad. If the report is too large for Notepad, the report will be displayed in your word processor. To check and repair a database 1 From the File menu, select Check/Repair. Tip: You should make a backup copy before continuing. To do so, click Backup. 2 If you want Personal Ancestral File to automatically find and repair database problems, click Check/Repair. Or if you want Personal Ancestral File to simply check the database, click Check. 20

21 3 Personal Ancestral File saves the results of the check as a file. Specify a location and name for the file, and click Save. 4 If Personal Ancestral File does not find any problems, it tells you so. Click OK to continue. If Personal Ancestral File finds problems, it opens the report in Notepad. Tip: If the report is too large to be opened into Notepad, you can open the report in a word processor. Troubleshooting Common Check/Repair Problems If you run a database check and find problems, you can follow these strategies: The best thing to do is to restore backup copy that does not have such errors. If you do not have a backup copy, perform the Check/Repair option. It can fix some types of errors, but it cannot fix all of them. Please be aware that there may be a loss of some data, such as relationships, links to notes or sources, and so forth. You can also try exporting your entire database to a GEDCOM 5.5 file, and then import that GEDCOM file into a new file. Doing so will usually correct most errors, but it cannot restore the relationships and links to notes or sources that were damaged. Tip: If you have multimedia files in your database, you will have to relink them to the records they belong to. Splitting a database Instead of maintaining one large database, some people find it easier to keep different ancestral lines in separate databases. If you decide to split a database, follow this checklist to ensure that you do not lose any information from your database. 1 Make a backup file of your complete database. This allows you to restore the database if you make errors during this process. 2 Decide which ancestral lines you want to move to another database. 3 Use the Export feature to create a GEDCOM file containing those names. 4 Create a new database. 5 Use the Import feature to put that information into the new database. 6 Make sure all of the information imported correctly into the new database. 7 Delete the records that you just imported from your original database. 21

22 Converting files from previous versions of Personal Ancestral File Versions 3.0, 3.0M, and 3.01M If you have a file from Personal Ancestral File 3.0 or higher, you do not need to convert it. You can still use it in Personal Ancestral File 3.0. However, if you add multimedia or other events, you can see them only in version 4.0 because 3.0 has no way to display or print them. Versions 2.0 to 2.31 If you have a file from Personal Ancestral File 2.0 to 2.31, you must convert it before you can use it in version 4.0. To convert a database, you simply find the INDIV2.DAT file and open it into Personal Ancestral File 4.0. Tip: During the conversion, your INDIV2.DAT file will not be changed, so you can still use it in the previous version of the software. The PAF 2.x File Conversion screen has three options that allow you to customize the conversion process: Option Wrap note lines into paragraphs Description Before version 3.0, Personal Ancestral File put a hard line break after each line of notes of 79 characters. The result is the same as if you had pressed Enter after each line. Click this option to remove the line breaks within notes. The conversion process will not change the double line breaks between paragraphs. If you do not click this option, your notes will print only about two-thirds of the way across a page. Preserve old RIN numbers Convert old source notes into new source cit. records Click this option to keep the RIN numbers used in your previous database. If you used the source guidelines from the Silicon Valley PAF Users Group (SVPAFUG) or from the Personal Ancestral File 2.31 manual to type your sources into notes, you can have these converted into sources. Each time the conversion process finds such a source, it pauses and shows you how the information will be converted. You can then make changes and indicate whether or not you want it to be converted. All of your notes that are not sources will be transferred to notes. Tip: If you are not sure if you followed these guidelines, use this option to convert them to sources anyway. It will probably be faster than transferring the notes manually. 22

23 Transferring information from another program If you have been using another program for recording genealogical information, you can transfer it into Personal Ancestral File 4.0. When you transfer information, please be aware of the following: Multimedia files (images, sound, and video) are not transferred through GEDCOM. Some genealogy programs allow you to track information that Personal Ancestral File does not display. This information may not be transferred into Personal Ancestral File, or it may be displayed in a different place. Run the database Check/Repair function to check the database structure. Do not delete your old files until you are sure that the transfer was complete and satisfactory. You may want to keep them indefinitely. The following chart explains how to transfer information from one program to another: If you were using Personal Ancestral File 2.0 to 2.31 Then Open the INDIV2.DAT file into Personal Ancestral File 4.0. It will be converted automatically and saved as a different file Your INDIV2.DAT file will remain unchanged, so you can still use it in the previous version of the program. Personal Ancestral File 3.0, 3.0M, or 3.01M Another GEDCOMcompatible genealogy program A program that is not GEDCOM-compatible You can use the.paf file directly in Personal Ancestral File 4.0. You can use the same file in the previous version as well. Save the information as a GEDCOM file, and import it into Personal Ancestral File 4.0. Tip: Some genealogy programs, such as Ancestral Quest, read.paf files directly. You should be able to open the file into Personal Ancestral File 4.0 without using GEDCOM. Contact your software vendor to see if there is a way to save the information as a GEDCOM file. If not, you will have to retype the information to use it in Personal Ancestral File

24 Converting sources stored in notes If you used the source guidelines from the Silicon Valley PAF Users Group (SVPAFUG) or from the Personal Ancestral File 2.31 manual to type your sources into notes, you can choose to have these converted into sources. Tip: You can convert notes to source when you convert an INDIV2.DAT file. There is no separate option for it on the screen. Each time the conversion process finds such a source, it pauses and shows you how the information will be converted. You can then indicate whether or not you want it to be converted. All of your notes that are not sources will be transferred to notes. This help topic assumes that you are familiar with these guidelines. The conversion process follows these conventions: It identifies source notes as those that have an exclamation point (!) as their first character. It uses semicolons (;) to determine when one piece of information in the source begins and the next ends. It uses tags to determine which pieces of information should be transferred to certain fields in a source. The tags themselves are not transferred. - The title appears in the Source Title field. - The author appears in the Author field. - The years covered appear in the Comments field. - The series, volume, and publisher information appears in the Publication Information field. - Page numbers appear in the Film/Volume/Page # field on the citation detail. - The repository name and address is linked to the source record and added to the Repository List. - Text and comments appear in the Comments field. Tip: If the information does not get transferred onto the source record as you would like it, you can edit the source record and use Cut (Ctrl+X), Copy (Ctrl+C), and Paste (Ctrl+V) to move information to the fields you want. Using the Convert Source Notes screen The top part of the Convert Source Notes screen shows you the source note as it looks in your INIDIV2.DAT file. The middle part of the screen shows you how it will be converted into a source record. The Citing Events box tells you what event(s) the source will be linked to. The Tags Not Cited box tells you if the note contained any tags that were not linked to events. 24

25 If all of the information was not converted correctly, make any corrections needed. You can type information or use Cut (Ctrl+X), Copy (Ctrl+C), and Paste (Ctrl+V). Use the buttons along the bottom of the screen to indicate whether you want to convert the source note. Button Convert Convert All Don t Convert Don t Convert Any Description Click this button to convert the source note shown on the screen. Click this button to convert all of the source notes in the file. You will not need to confirm each note if you click this button. Click this button if you do not want to convert the source note shown on the screen. Click this button if you do not want to convert any of the source notes in your file. 25

26 Navigating databases Personal Ancestral File offers three ways of navigating through your database: Family View screen. Use this when you want to view an individual and his or her parents, spouse, and children. The Family View screen shows event dates and other information for each person shown on the screen. Pedigree View screen. Use this when you want to see up to 5 generations of a person s ancestry. The Pedigree View screen shows less information for each person but more generations. Descendancy List. Use this when you want to find siblings and cousins of individuals. Handling the selected person The selected person is the individual that you highlight with your cursor, regardless of the individual s position on the Pedigree View screen. Tip: Remember that the primary person and the selected person are two different individuals. You can select any individual and edit their information without making him or her the primary person. Primary person, primary position, home person, root person, and selected person Term Primary person Primary position Definition The person who is in the primary position. On the Family View screen, the person in the upper left position. On the Pedigree View screen, the person in the first generation. Home person Root person Selected person The person displays by default when a database is opened. This is usually the person with RIN 1, but you can specify another RIN in Preferences. The person upon whom relationship indicators are based. The person on the screen whose information is selected. Symbols on the Family View and Pedigree View screens The Family View and Pedigree View screens show you whether an individual has notes or multimedia. Type of information Christening date The symbol that appears An asterisk (*) appears next to the birth date when the date shown is a christening date rather than the actual birth date. 26

27 Type of information Burial date Notes Multimedia Notes and multimedia The symbol that appears An asterisk (*) appears next to the death date when the date shown is a burial date rather than the actual death date. appears in the upper-right corner of the individual s information. appears in the upper-right corner of the individual s information. (a triangle with a square in it) appears. Tip: To find out if a person has sources, open the individual record. If any of the S buttons have an asterisk on them, it means that the individual has sources. You can also click the View All Sources button to see all of the individual s sources. How the Use list when navigating option affects navigation The Use list when navigating option affects how children are moved to the primary position on the Pedigree View and Family View screens. Specifically, the option affects which child appears on both the Pedigree View and Family View screens when you press C and which child appears on the Pedigree View screen when you click the triangular button next to the primary person. If you click Use list when navigating, the last child who was in the primary position will appear. If none of the children have been in the primary position, the Descendants List appears. If you do not click Use list when navigating, the following will happen: - If one of the children has already been in the primary position, that child will appear. - If none of the children has already been in the primary position, the oldest child with descendants will appear. - If none of the children have been in the primary position and none of them have descendants, the youngest child will appear. Using the Pedigree View screen The Pedigree View screen displays up to 5 generations of a person s ancestry. The Pedigree View screen is helpful if you have a large database because it enables you to navigate easily through generations and branches of generations. It can display details about individuals in InfoBoxes. The Pedigree View screen has the following features: Feature Title bar Main Menu Description Displays the path and name of the file that you are currently using. Provides access to each Personal Ancestral File function. 27

28 Feature Toolbar Pedigree Description Uses buttons to provide access to the most commonly used features. If you are unsure about a button s use, hold your cursor over the button without clicking it. The button title appears after you have stopped moving your cursor. Displays a five-generation chart showing four generations of ancestors of the Primary Person. Tip: InfoBoxes can appear when you click on a name or simply move your cursor over a name. In Preferences, you can choose whether and how to display InfoBoxes. Status bar Shows the following information: If in Preferences you have turned relationship indicators on, it shows how the highlighted person is related to the root person in your database. It shows the RIN of the selected person. It shows the MRIN of the selected person. It lists how many marriages that the selected person is linked to. For example, if you see M: 3 on the status bar, the selected person has three marriages. It lists the number of children that the primary person has. If you see C: 4, the selected person has four children. Tip: In the InfoBox when a lowercase s appears for the sealing to spouse ordinance, it means that the word Submitted appears in the Sealing to Spouse field on the Marriage screen. A lowercase s indicates that the ordinance has been submitted but not yet completed. About InfoBoxes On the Pedigree View screen, InfoBoxes can appear beneath an individual s name to display more information about that person. In Preferences, you can choose how the InfoBoxes function and what information they contain. Navigating family lines on the Pedigree View screen The Pedigree View screen gives you an expanded view of your database. You can also use it to quickly navigate through long ancestral lines. You can use buttons and the keyboard to navigate through individuals and generations. This chart explains how to use these buttons and the keyboard to navigate. 28

29 Button or Key Description This button appears when a person in the fifth generation is linked to parents. Click it to see the next generation of that line. This button appears when a person in the first generation is linked to children. Click it to move a child to the primary position. Tip: If you want to move a specific child to the primary position, you can either open the InfoBox and click on the child or go to the Family View, select that child, and then return to the Pedigree View. Arrow keys Page up Page down F M C Press the arrow keys to select different individuals. Press Page Up to move through the paternal line. Press Page Down to move through the maternal line. Press F to select the father. Press M to select the mother. Press C to select the child. Tip: If in Preferences you click Use list when navigating, the last child who was in the primary position will appear. If none of the children have been in the primary position, the Descendants List appears. If you do not click this option, the following will happen: If one of the children has already been in the primary position, that child will appear. If none of the children has already been in the primary position, the oldest child with descendants will appear. If none of the children have been in the primary position and none of them have descendants, the youngest child will appear. Home End Press Home to select the primary person. Press End to select the last individual (the one on the lower right corner). Tip: To move an individual to the primary position, right-click on the individual, and select Make Primary. You can also press the Ctrl key and double-click on an individual. 29

30 To move a person to the primary position (on the Pedigree View screen) 1 Use the triangular arrow buttons at the end of the sixth generation to move through the generations. Or right-click an individual, and select Move to Primary. Or press the Ctrl key and double-click on the individual. Tip: If you switch from the Pedigree View screen to the Family View screen, the selected person will become the primary person in the Family View screen. To switch between the Pedigree View screen and Family View Screen 1 From the View menu, select Family. Or from the toolbar, click the Family View button. Or press CTRL+S. Using the Family View screen Personal Ancestral File opens in the view screen (Family or Pedigree) you were using in your previous session. The database you were using during your previous session also opens. The Family View screen has the following features: Feature Title bar Menu bar Toolbar Family Display Status bar Description Displays the path and name of the file that you are currently using. Provides access to each Personal Ancestral File function. Uses buttons to provide access to the most commonly used features. If you are unsure about a button s use, hold your cursor over the button without clicking it. The button title appears after you have stopped moving your cursor. Shows three generations of a family and the buttons used for viewing and editing them. Shows the following information: If in Preferences you have turned relationship indicators on, it shows how the highlighted person is related to the root person in your database. It shows the RIN of the selected person. It shows the MRIN of the primary person It lists how many marriages that the primary person is linked to. For example, if you see M: 3 on the status bar, the primary person has three marriages. It lists the number of children that the primary person has. If you see C: 4, the primary person has four children. 30

31 Navigating family lines on the Family View screen The Family View screen displays three generations of a family. Tip: To see an expanded view of the person s ancestry or to navigate ancestral lines more quickly, use the Pedigree View screen. You can click buttons or use the arrow keys to navigate through individuals and generations. This chart explains how to use buttons and the keyboard for navigation: Button or Key Description Click this button to move the father or mother to the primary position. Tip: When the triangle is solid, it means that the father or mother is linked to parents. When the triangle is hollow, it means that the father or mother is not linked to parents. Click this button to move a child to the primary position. Tip: When the triangle is solid, it means that the child is linked to a spouse or child. When the triangle is hollow, it means that the child is not. Click this button to move the spouse to the primary position. F M S C Press F to move the father to the primary position. Press M to move the mother to the primary position. Press S to move the spouse to the primary position. Press C to move the child to the primary position. Tip: If in Preferences you click Use list when navigating, the last child who was in the primary position will appear. If none of the children have been in the primary position, the Descendants List appears. If you do not click this option, the following will happen: If one of the children has already been in the primary position, that child will appear. If none of the children has already been in the primary position, the oldest child with descendants will appear. If none of the children have been in the primary position and none of them have descendants, the youngest child will appear. Home End Page Up Page Down Press Home to select the primary person. Press End to select the last child. When a child is selected, press Page Up to select the first child. When a child is selected, press Page Down to select the last child. 31

32 Button or Key Left arrow Description When a child is selected, press the left arrow to move the child to the primary position. When the primary person, marriage information, or spouse is selected, press the left arrow to select the first child. When one of the parents is selected, press the left arrow to select the primary person. Right arrow When the primary person, spouse, or marriage information is selected, press the right arrow to select the father. When the father or mother is selected, press the right arrow to move the parent to the primary position. Other Marriages Click this button to select a different spouse to display. Tip: The Other Marriages button only appears when the primary person is linked to other marriage. Other Parents Click this button to select a different set of parents to display, to unlink the primary person from a set of parents, to change the parent link, and to add sealing information for other parents. Tip: The Other Parents button only appears when the primary person is linked to another set of parents. If the person is not linked to another set of parents, you can access the Parents screen by selecting Parents from the Edit menu. Tip: To move a specific individual to the primary position, you can also right-click on the individual, and select Primary. You can also press the Ctrl key and double-click on an individual. To move a person to the primary position (on the Family View screen) 1 Use the triangular arrow buttons next to each individual to move a person to the primary position. Or right-click an individual, and select Primary. Or press F to move the father, M to move the mother, S to move the spouse, or C to move the child. Or press the Ctrl key and double-click on the individual. Tip: If you switch from the Family View screen to the Pedigree View screen, the selected person will become the primary person in the Pedigree View screen. 32

33 Searching with the Descendancy List The Descendancy List shows three descending generations for the selected person. (Remember, the selected person is not necessarily the primary person.) You can use the Descendancy List to: Move a person to the primary position. View a person s descendants. Tip: When < appears next to an individual s name, it means that the individual has descendants. Click on the individual to view them in the list. To use the Descendancy List 1 From the Search menu, click Descendancy List. Or press Ctrl+D. 2 Click on the individual you want. Tip: If < appears next to an individual, that individual has descendants. Click on the individual to display his or her spouse and children in the list. 3 Click OK. The person you selected appears in the primary position. 33

34 Inputting diacritics and special characters You can use two methods to input diacritics and special characters into Personal Ancestral File: You can use the character map. On the Individual or Marriage screen, click the Options button, and select Character Map. Or from the Edit menu on the Notes screen, select Character Map. Tip: You can also press F7 to display the character map. You can hold down the Alt key and type the character s decimal equivalent on the 10- key pad. Tip: This is the only way to input diacritics into a source record. To use the character map 1 Place the cursor where you want the diacritic(s) to appear. 2 On the Individual or Marriage screen, click Options, and select Character Map. Or on the Notes screen, from the Edit menu, select Character Map. Or press F7. 3 Double-click on the character that you want. It will be inserted where the cursor is. 4 To close the character map, press F7 or Esc. To use the 10-key pad to input diacritics 1 Make sure that the Num Lock key is on. 2 Hold down the Alt key, and type the character s decimal equivalent on the 10-key pad. For example, to input á, press Alt Release the Alt key. 34

35 Decimal numbers for diacritics Tip: To input a character, press the Alt key, and type the decimal number on the 10-key pad. Make sure the Num Lock key is on. Decimal Character Decimal Character 0138 Š 0221 Ý 0140 Œ 0222 Þ 0154 š 0223 ß 0156 œ 0224 à 0159 Ÿ 0225 á â 0192 À 0227 ã 0193 Á 0228 ä 0194  0229 å 0195 à 0230 è 0196 Ä 0231 ç 0197 Å 0232 è 0198 Æ 0233 é 0199 Ç 0234 ê 0200 È 0235 ë 0201 É 0236 ì 0202 Ê 0237 í 0203 Ë 0238 î 0204 Ì 0239 ï 0205 Í 0240 ð 0206 Î 0241 ñ 0207 Ï 0242 ò 0208 Ð 0243 ó 0209 Ñ 0244 ô 0210 Ò 0245 õ 0211 Ó 0246 ö 0212 Ô Õ 0248 ø 0214 Ö 0249 ù ú 0216 Ø 0251 û 0217 Ù 0252 ü 0218 Ú 0253 ý 0219 Û 0264 þ 0220 Ü 0255 ÿ 35

36 Understanding ANSI and ANSEL When you export a GEDCOM 5.5 file, you select either ANSI or ANSEL. Select ANSI only if you know that the person receiving your GEDCOM file uses a program that accepts only ANSI and if your data contains any special characters. ANSI and ANSEL are two different sets of characters that computers use to store information. ANSI is the character set commonly used by Windows. However, most GEDCOM-compatible programs, including Personal Ancestral File and similar programs, use ANSEL. Both ANSI and ANSEL use the standard ASCII characters as their first 128 characters. They store the rest of their characters including diacritics completely differently. In Personal Ancestral File, you can input a diacritic in two different ways: On the Individual, Marriage, and Notes screens, you can use the character map. On any screen where you can input information, you can hold down the Alt key and type the character s decimal number on the 10-key pad. (This is the only way to input diacritics into a source record.) Whichever way you use, Personal Ancestral File saves the character as an ANSEL character. 36

37 Adding and linking individuals Each individual in your database will have one individual record. Personal Ancestral File assigns each individual record a record identification number (RIN). Once you have added a person to your database, you link that individual into as many families as needed. The record used to link families is called a marriage record. It contains the parents marriage and LDS sealing information. Even if a couple never married, you must create a marriage record to link their children to them. You can link a person to more than one spouse and to more than one set of parents. Guidelines for adding and linking individuals. Type each person s information only once. Type as much information as you know about a person. You can later add more information as you find it or as events occur in your family. Type surnames in uppercase and lowercase letters. Do not type them in all uppercase letters. Be consistent in the way you type names, dates, places, and ordinance information. As you type names, Personal Ancestral File can ask you to verify the spelling of the name. You will need to change your Preferences if you would like to do this. You can add notes and sources to individual records and marriage records. You can add multimedia files to individual records and to sources. Assigning record identification numbers Personal Ancestral File assigns a record identification number (or RIN) to each individual that you add. This number is used to distinguish that individual record from all others in your database. You cannot edit the RIN. Tip: To add your own unique number to an individual record, type it on the Individual screen in the Custom ID field. If you want a certain person to appear when you open a database, change the File Preferences to specify the home person. Individual records Individual records contain information about one person. Tip: Each person should have only one individual record in your database. If a person has more than one record, you need to merge the records. 37

38 The Individual screen has many fields for the information you can store on an individual record. If you do not see a field for the information you want to add, you can add it as an other event or attribute or add it to the notes. You can add notes, sources, and multimedia files to individual records. Personal Ancestral File assigns each individual record a record identification number (RIN). You cannot assign this number. If you want to assign your own identification numbers to individuals in your file, type them in the Custom ID field. To add an individual who is not yet connected to another individual Tip: You add an unlinked individual when you add the first person in a database. You also add an unlinked individual when you find information about a person who you believe is related, but you do not know which family he or she belongs to. 1 From the Add menu, select Individual. Or from the tool bar, click the Add Individual button. Or press Ctrl+A. 2 Click New unlinked individual. 3 Type information about the individual in the appropriate fields. Press Tab or the up and down arrow keys to move from field to field. Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of options. To view the available options, click on the field, press F4, or press Alt+down arrow. 4 If you want to, add notes, sources, and multimedia. 5 Click Save. To add individuals to the family 1 From the Pedigree View or Family View screen, select the person whose family you want to add. 2 From the Add menu, select the option you want. Or from the toolbar, click Add Individual, and select the option you want. Or double-click on the empty place where the individual s information should appear. 38

39 3 If the individual is not in your database, click Add new individual, and type the information about him or her. Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of options. To view the available options, click on the field, press F4, or press Alt+down arrow. Or if the individual is in your database, click Select existing individual, and find the individual s record. Buttons on the Individual screen The Individual screen has the following buttons: Button S Save Cancel Options Description Double-click one of these buttons to add a source for the specified information. (These buttons are located next to the fields where you type information. They do not look like buttons until you click them once.) Click this button to save the record and return to the previous screen. Click this button to return to the previous screen without saving the information. Click this button to: Add or remove other events and attributes. Edit the parents. Access the notes, multimedia, and contact information. View a list of all sources. Add diacritics, such as accent marks, and other special characters. Access the Date Calculator. Click this button to access the individual s notes. Click this button to view a list of all of the individual s sources. Click this button to access the individual s contact information. Click this button to access the individual s multimedia. 39

40 Fields on the Individual screen To move from field to field, press Tab, the up arrow, or the down arrow. You can also use the mouse. The first time that you press Enter on an Individual or Marriage screen, the program asks if you would like to use Enter to move from field to field. If you click Yes, you can press Enter to move from field to field on the Individual and Marriage screens. Tip: You cannot press Enter to move from field to field on other data entry screens, such as in sources. If you click No and later decided that you would like to press Enter to move from field to field, you can change your Preferences. (On the General tab, select Treat Enter as Tab.) Field name In this field Field length Given Name Surname Title (prefix) Title (suffix) Sex Birth, christening, death, and burial dates Birth, christening, death, and burial places Type all given names that the person had, or select them from the list. Type the last name (family name) as it was given at birth, or select it from the list. Tips: Type women s maiden surnames. Do not type surnames in all uppercase letters. Type the title that is spoken before the person s name. (Leave this field blank if the person has no title.) Jr., Sr., or other information that is spoken after the person s name. Select Male, Female, or Unknown. Tip: You can t change the gender if the person is linked to another person as a spouse. Type the date. If you have already typed that date, click the down arrow (or press F4 or Alt+down arrow), and select the place from the list. See Understanding ditto features (p. 58). Tip: Do not type information about Latter-day Saint baby blessings in the Christening fields. Instead, add an other events. Type the place, or select it from the list. Tips: Type jurisdictions from smallest to largest (such as town, county, state, country). Separate the jurisdictions with commas. 120 characters 120 characters 90 characters 90 characters Male, Female, or Unknown only 35 characters 120 characters 40

41 Field name In this field Field length LDS ordinance dates LDS ordinance places or temples Type the date when Latter-day Saint ordinances occurred, or select it from the list. Tip: You can also use codes in these fields. See Typing codes in ordinance fields (p. 57). Tip: If a person is linked to more than one set of parents, the Individual screen displays the sealing-to-parents information for the primary parents only. Use the Parents screen to add sealing dates for other parents. See Adding sealing-to-parents information (p. 50). For a proxy baptism and for all other temple ordinances, select the temple where the ordinance occurred. For live baptisms, type the place where the baptism occurred, or select it from the list. 35 characters 120 characters for places Temple code for temples Married Name Type the name that was adopted upon marriage. 120 characters Also Known As Type any other name the person used as a stage name, pen name, criminal alias, and so forth. If the person had more than one name that you could type here, you can add an event or attribute to the record called Also Known As. See Adding other events and attributes (p. 60). 120 characters Nickname Type the person s familiar name. 120 characters Cause of Death Physical Description Ancestral File Number Custom ID Type the cause of death. Type the physical description. If the Preferences option Allow AFN edit is selected, this field appears, and you can add and edit the number. If the Allow AFN edit option is not selected, the number appears at the bottom of the Individual screen, and you cannot change it. See Setting General preferences (p. 204). If you have your own numbering system for the people in your family, type it here. You can use both letters and numbers. Tip: Typing social security numbers or other similar confidential data is not recommended. 120 characters 120 characters 12 characters 10 characters 41

42 Field name In this field Field length RIN Date Last Changed Personal Ancestral File displays the Record Identification Number. You cannot change this number. Personal Ancestral File displays the date the individual s record was last changed. You cannot change it. Tip: This date is saved on the individual record. Therefore, when you import a record, the Date Last Changed may be earlier than your database s creation date. Marriage records Personal Ancestral File uses marriage records to link individuals into families. The marriage record contains: The date and place of the marriage. The date and place of the Latter-day Saint sealing. Whether or not the couple divorced. Sources. Notes. Links to family members. (You cannot see these links on the Marriage screen.) Personal Ancestral File assigns each marriage record a marriage record identification number (MRIN). To add a marriage record 1 Move the person whose marriage record you want to add to the primary position. 2 From the Edit menu, select Marriage. Tip: If you are on the Family View screen, you can double-click the marriage information. 3 Type the information about the marriage. Tip: If the couple did not marry but had children together, type Not Married in the Marriage Date field. Tip: If a downward-pointing arrow appears at the right side of the field, it means that you can select from a list of options. To view the available options, click on the field, press F4, or press Alt+down arrow. 42

43 For some Temple and Confidential fields, you must select one of the options on the list. For place-names, you can type any place-name that you need. Personal Ancestral File adds new ones to the list. To retype a place-name, you can simply select it from the list. Or, you can begin typing the name. The program will match what you type to the options that are on the list. If it finds one that matches, the name will appear in the field. If it is the correct name, you can move to the next field without typing the rest of the name. If it is not the correct name, finish typing the name. You cannot delete place-names from this list; however, as you type other names, the names that you no longer use will eventually drop off the list. 4 If you want, add notes and sources. Buttons on the Marriage screen The Marriage screen has the following buttons: Button S Description Double-click one of these buttons to add a source for the specified information. Tip: These buttons are located next to the fields where you type information. They do not look like buttons until you click them once. Save Cancel Options Click this button to save the record and return to the previous screen. Click this button to return to the previous screen without saving the information. Click this button to: Add or remove other events and attributes. Edit the parents. Access the notes, multimedia, and contact information. View a list of all sources. Add diacritics, such as accent marks, and other special characters. Access the Date Calculator. Source Click this button to add a source for the couple or family. Tip: This source is separate from the source for the marriage date and place and the sealing date and place. You might, for example, use the Source button to add a source that listed an entire family, such as a census. Delete Click this button to delete the marriage record and unlink the family members. 43

44 Button Description Click this button to access the marriage notes. Click this button to view a list of marriage sources. Fields on the Marriage screen To move from field to field, press Tab, the up arrow, or the down arrow. You can also use the mouse. Tip: If you can see a dotted line around the word Divorced, you must press Tab or use the mouse to move the cursor to move the cursor. The arrow keys will not work. The first time that you press Enter on an Individual or Marriage screen, the program asks if you would like to press Enter to move from field to field. If you click Yes, you can press Enter to move from field to field on the Individual and Marriage screens. Tip: You cannot press Enter to move from field to field on other data entry screens, such as in sources. If you click No and later decided that you would like to press Enter to move from field to field, you can change your Preferences. (On the General tab, select Treat Enter as Tab.) Field name In this field Field length Marriage Dates Marriage Place Sealing to Spouse Type the date, or select it from the list. If the couple was not married, type Not Married. Type the place, or select it from the list. Tips: Type jurisdictions from smallest to largest (such as town, county, state, country.) Separate the jurisdictions with commas. Type the date when the Latter-day Saint sealing occurred, or select it from the list. Tip: You can also use codes in these fields. See Typing codes in ordinance fields (p. 57). 35 characters 120 characters 35 characters Temple Select the temple where the ordinance occurred. Temple code for temples Divorced Click this option if the couple divorced. 44

45 Adding spouses You can link an individual in your database to up to 60 spouses. Tip: The process for adding multiple spouses is the same as adding one spouse. If a person is linked to more than one spouse, the Other Marriages button appears on the Family View screen. Click this button to view another spouse and the children the person had with that spouse. To link a person to a spouse, you must: Find or add the spouse s individual record. Add a marriage record. Tip: If a couple never married but had children together, you must still add a marriage record to link the children to the parents. Instead of a marriage date, type Not Married in the Marriage Date field. To add spouses Tip: The process for adding multiple spouses is the same as adding one spouse. 1 From the Family View or Pedigree View screen, select the person whose spouse you want to add. 2 From the Add menu, select Spouse. Or press Ctrl+U. Or double-click on the place where the person s spouse should appear. 3 If the spouse is not in your database, click Add new individual, and type the information about the spouse. Tip: If you do not know the wife s name but still want to submit the couple for a sealing-to-spouse ordinance, type Mrs. in the Given Name field and the husband s surname in the Surname field. Or if the spouse is in your database, click Select existing individual, and find the spouse s record. Tip: In Preferences, if you select the option titled Edit a marriage when created, the Marriage screen automatically appears when you add a person s father or mother. 45

46 4 If the marriage screen does not automatically appear, display the Marriage screen. To do so, from the Edit menu, select Marriage. Tip: If you are on the Family View screen, you can double-click on Marriage. 5 Type or edit the marriage information. Tip: If a couple never married but had children together, type Not Married in the Marriage Date field. Tip: You can add an unlimited number of spouses to each individual. In the lower right corner of the screen, the status bar shows how many spouses the Primary Person has. For example, if a person is linked to 3 spouses, the status bar displays M: 3. Understanding spouse order The first spouse listed appears by default when you use a database. To have another spouse appear by default, you will need to change the spouse order and make sure that the spouse you want appears first on the list. Handling unknown spouses When the word Unknown appears instead of a spouse s name, it means that the individual is linked to a marriage record but not to a spouse s individual record. This happens when you: Unlink or delete a person s spouse. Add a child to a person who is not linked to a spouse. To change the sex of a person linked to an unknown spouse, you must first delete the marriage record. Tip: Do not type the word Unknown in the name field when adding an individual because this actually creates an individual record. If you want to submit a couple for sealing but do not know the wife s name, you can add an individual record for her. In the Given Name field, type Mrs. In the Surname field, type her husband s surname. Adding children Personal Ancestral File links children to their parents through marriage records. Tip: To add a person s brothers and sisters, add them as children of the parents. If a person is linked to more than one spouse, you link the children to the marriage that they were born in. When a person is linked to more than one spouse, the Other Marriages button appears on the Family View screen. Click this button to view another spouse and the children that the person had with that spouse. To link a child, you must: 46

47 Find or add the child s individual record. Add a marriage record if one does not yet exist. Tip: If a couple never married but had children together, you must still add a marriage record to link the children to the parents. Instead of a marriage date, type Not Married in the Marriage Date field. Adding step-children When a person marries more than once, you can link that person to each spouse. When one or both spouses had children with other people, adding step-children to your database can be difficult. In Personal Ancestral File, you use two methods to add step-children. Each method has advantages and disadvantages. No matter which method you use, you will probably want to add a detailed explanation in the notes. Link each child to his or her birth parent. If you do this, your database will accurately reflect the children s relationships to each other and to their parents. However, the Family View screen will not display all of an individual s children together. You will have to display the other spouse to see the other children. You will also have to print separate family group records for each spouse. Link all of the children to the step-parent. If you do this, you can use the parent link feature to indicate that the children are not biological. However, you can select only one parent link for each set of parents. You cannot select one for the father and another one for the mother. If you link all of the children to the step-parent, your database will not accurately reflect the relationships that the children have to their parents and step-parents. However, you will be able to see all of an individual s children together on the Family View screen and print them all on one family group record. To add children 1 From the Family View or Pedigree View screen, select the person whose child you want to add. 2 From the Add menu, select Child. Or press Ctrl+L. Or double-click on the place where the child should appear. 47

48 3 If the child is not in your database, click Add new individual, and type the information about the child. Or if the child is in your database, click Select existing individual, and find the child s record. Tip: If the Marriage screen appears, add the parent s marriage information. If the parents did not marry, type Not married in the Marriage date field. Tip: In the lower right corner of the screen, the status bar shows how many children the Primary Person has. For example, if a person is linked to 3 children, the status bar displays C: 3. To change a child s parent link (relationship to parents) 1 On the Family View or Pedigree View screen, select the child. 2 From the Edit menu, select Parents. 3 From the Parent Link box, select the option that most accurately reflects the relationship. Tip: You might want to add an explanation in the notes. Adding parents Personal Ancestral File allows you to link an individual to one or more sets of parents. Tip: If a person is linked to more than one set of parents, the Other Parents button appears on the Family View screen. Click this button to view the other parents. To add parents, you must: Find or add the parents individual records. Add a marriage record if one does not yet exist. Tip: If a couple never married but had children together, you must still add a marriage record to link the children to the parents. Instead of a marriage date, type Not Married in the Marriage Date field. You can also specify the type of relationship that ties the child to the parents. Personal Ancestral File does not allow a separate relationship for the father and the mother. You can have only one relationship per couple. You can choose from the following relationships: Biological Adopted Guardian 48

49 Sealed Verified Challenged Disproved Tip: The default relationship for the first set of parents is biological. The default for other parents is Adopted. To add a father or mother Tip: If the individual is not yet linked to parents, you will need to add the father and mother separately. If the individual is linked to parents, you can use the Parents option to add another set of parents. 1 From the Family View or Pedigree View screen, select the person whose parents you want to add. 2 From the Add menu, select the appropriate option. 3 From the Add menu, select Father or Mother. Or to add the father, press Ctrl+T. To add the mother, press Ctrl+H. Or double-click on the place where the father or mother should appear. 4 If the father or mother is not in your database, click Add new individual, and type the information about him or her. Or if the father or mother is in your database, click Select existing individual, and find his or her record. Tip: If the Marriage screen appears, add the parent s marriage information. If the parents did not marry, type Not married in the Marriage date field. Linking a person to more than one set of parents You can link a person to more than one set of parents to show adoptive, foster, sealing, and other types of lines. However, because Personal Ancestral File can display only one set of parents, you must choose one set to be primary. When a person is linked to more than one set of parents, the Other Parents button appears on the Family View screen. Click it to view another set of parents and their ancestry. 49

50 When you link a person to more than one set of parents, be aware of the following: If the parents you prefer to see do not appear by default on the screen, you need to use the Parents screen to change the primary parents. The default parent link is biological for the first set of parents and adopted for all others. If that is not correct, you need to use the Parents screen to change it. The Individual screen normally displays Latter-day Saint sealing-to-parents information. When you link a person to more than one set of parents, the Individual screen displays only the sealing information for the primary parents. You can add sealing information for other parents on the Parents screen. To link a person to another set of parents 1 On the Family View or Pedigree View screen, select the person whose parents you want to add. 2 From the Edit menu, select Parents. Tip: The Parents option is available only if the person is already linked to parents. 3 Click Add. The Add Parent screen appears. 4 If both parents are already in your database and they are linked as spouses, click Select Existing Parents, and find the parents. Or click the appropriate button on the screen to add or find the father and mother. 5 If needed, select a different type of Parent Link. 6 If needed, type Latter-day Saint sealing information. Tip: On the Family View screen, the Other Parents button appears above the parents. Click it to display another set of parents. Adding sealing-to-parents information The Individual screen normally displays Latter-day Saint sealing-to-parents information. When you link a person to more than one set of parents, the Individual screen displays only the sealing information for the primary parents. You can add sealing information for other parents on the Parents screen. If a person was born in the covenant, type BIC in the date field for the sealing to parents. To add sealing-to-parents information Tip: You can also add sealing-to-parents information to the Individual screen. If a person is linked to more than one set of parents, the Individual screen displays the sealing information for the primary parents only. If an individual was sealed to more than one set of parents, use this process to add the sealing information. 50

51 1 From the Family View or Pedigree View screen, select the individual whose sealingto-parents information you want to add. 2 From the Edit menu, select Parents. 3 Click on the parents whose sealing information you want to add. 4 Type the sealing date. 5 Select the temple. Tip: Click the S button to add a source for the sealing. Handling unknown parents When the word Unknown appears instead of a parent s name, it means that the child is linked to a marriage record, but that the marriage record is not linked to one or both of the parents. This happens when you: Unlink or delete one or both parents but do not unlink or delete the children. Add a child to a person who is not linked to a spouse. If Both parents are listed as Unknown Then Delete the marriage record. If you do this, none of the children linked to that marriage will be shown as siblings. To display all of the children whose parents are both Unknown, use one of these options: From the Search menu, select Marriage List. On the list, select a marriage that has no names. Move one of the children to the primary position. From the Edit menu, select Parents Marriage. Note the MRIN. Then, from the Search menu, select Find by RIN/MRIN. Click Marriage MRIN, and type the MRIN. One parent is listed by name and one is listed as Unknown If the child should not be linked to the parent whose name is shown, delete the marriage record. Tip: If you delete the marriage record, the child will no longer be linked to the parent who is listed by name. 51

52 Using the Parents screen The Parents screen shows all of the parents linked to an individual. Option List of parents Description Click on a set of parents to change the information about them. Tip: The Relationship to parents and sealing information shown on the screen is for the set of parents selected on the list. Click these buttons to move the selected parents up or down on the list of parents. Tip: The first set of parents on the list are the default parents. Add Unlink Make Primary Relationship to parents Sealing to Parents Click this button to link a person to a new set of parents. You will be able to select parents already in your database or add new individuals. Click this button to unlink the selected parents from the individual. The parents will remain in your database, and they will remain linked. (In other words, they will still be married.) Click this button to make the selected parents the primary parents. They will be shown by default when a database is used. Select the option that best reflects the relationship between the child and parents. In the date field, type the date when the sealing occurred. Tip: If the individual was born in the covenant, type BIC instead of a date. In the temple field, select the temple where the sealing ordinance occurred. If the person was born in the covenant, leave the temple field blank. S Notes Click this button to add a source for the sealing information. Click this button to add notes about the child and parents. Tip: The notes will be added to the child s notes. Handling names Type as complete a name as possible. In general, include spelling variations in the notes. Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of names that you already typed. To view the available options, click on the field, press F4, or press Alt+down arrow. Personal Ancestral File 4.0 allows you to store name changes that occurred within an individual s lifetime. Type an alias name in the Also Known As field of the Individual screen. Follow these guidelines when adding aliases: 52

53 Type immigrant name changes, stage names, and other aliases in the Also Known As field. Do not type married names in the Also Known As field. Type only one alias name in the Also Known As field. If the person had more than one alias, you can add a customized other event called Also Known As for each alias. If a woman adopted her husband s name upon marriage, type her maiden surname in the Surname field. Type her married name in the Married Name field. Tip: You may want to add additional information to the notes to explain how these names were used. Long names You can type up to 120 characters in each name field. If the name is too long to fit, type as much of it as you can. Type the complete name in the notes. Handling titles Put royalty, nobility, government, military, scholastic, religious, or relationship titles in the title Fields. Type information that comes after the name, such as Jr. or Sr., in the Title (Suffix) field. Type information that comes before the name in the Title (Prefix) field. Handling event dates Type as complete a date as you know. Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of dates that you already typed. To view the available options, click on the field, press F4, or press Alt+down arrow. The standard formats are: Format Example Day, month, year 23 Mar 1742 Month, year Dec 1845 Year

54 If you do not know a standard date, you can type whatever information you know. If possible, include a year. Tip: If you prefer, you can type dates in all numbers. In Preferences, be sure to select whether you are using U.S.- or European-style dates. Nonstandard dates Personal Ancestral File accepts dates that do not have standard day, month, and year information. Tip: When you type a nonstandard date, try to at least include a year. This will enable Personal Ancestral File to sort the information by date. A year is also required on submissions to Ancestral File, Pedigree Resource File, and TempleReady. For example: Feast of St. Mary 1678 Summer 1820 Full moon 1834 Tip: If you type such a date, Personal Ancestral File will warn you that it is not standard. Approximating dates You may estimate dates for events based on other information. For example: You may use family knowledge or tradition. For example, if a family tradition says that an ancestor was 16 when she married in 1876, you can estimate that she was born about You may use standard genealogical approximations. For example, from a marriage date, you can estimate birth dates. You can estimate that a man was married at age 25 and a woman at age 21. You can also estimate that a first child was born one year after the parents marriage and that subsequent children were born every two years after that. Tip: You need at least the approximate year of an event for ordinances to be performed. Following are some examples of how you may estimate a date: When you type an approximated date onto an individual or marriage record, you can type one of the following words or abbreviations to indicate that the date is not exact: About or Abt Before or Bef After or Aft Estimated or Est 54

55 Calculating dates You may calculate a date, such as a birth date, when you know the date of an event and the person s age at the time of the event. For example, if the 1860 census lists a person as two years old, you may calculate the birth date to be If you calculate a date, type Cal (for calculated). For example: Cal 1798 Tip: When you calculate dates, you may want to add an event for that information. For example, if you obtained information from a census, you could add the Census event to the individual record and a source for that event. Explain the calculation in the Comments field for that source. Multiple dates If you are not sure on what day or during what year an event occurred, separate the two days or years with a slash (/). For example: 14/15 May Apr 1721/22 Tip: If you use a slash, be sure to put an explanation in the notes. If you submit a date with a slash to Ancestral File, TempleReady, or the Pedigree Resource File, only the first day or year will be used. No death date If you do not know a death date, you can type one of the following words in the Death date field: Dead Deceased Child or Chi Infant or Inf Stillborn or Sti Handling event places Type place-names as completely as possible. List place-names from the smallest to the largest geographical divisions, separating the divisions with commas. For example: Chicago, Cook, Illinois, USA St. Dunstan, Canterbury, Kent, England You should not use postal or other abbreviations these are often misinterpreted. 55

56 Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of places that you already typed. To view the available options, click on the field, press F4, or press Alt+down arrow. Assumed places You may assume places of residence based on a place where one member of a family was born, died, or lived at some time, or where the husband and wife were married. This place can be used as a probable place of residence for other members of the family. Tip: You may want to make note of the assumption in your notes. Cemetery and hospital names Some people keep track of the cemeteries where their ancestors are buried and the hospitals where they were born or died. You can put this information in a place field, but you should preferably put it in the notes. Incomplete place information Use an extra comma to indicate that a part of the place-name is missing, such as an unknown county name. For example, if you know the city, state, and country where an event took place but not the county, you would type in the information as follows: Hendersonville,, North Carolina, USA This will help you use field filters correctly to find all records from a certain place. Landmarks, farm names, and so forth Sometimes, especially when dealing with rural areas, you may find a landmark, farm name, or other description instead of or in addition to a town or city name. You can include this information in the place-name. For example: Crawfish Creek (near Chattanooga), Marion, Tennessee, USA Nomadic or tribal peoples Boundaries on political maps may not correspond to those accepted by nomadic or tribal peoples, such as Native Americans. In such cases, provide as complete a place-name as you can. Include a detailed explanation in the notes. You can also include tribes, clans, ancestral homes, clan seats, and other similar information as other events and attributes. 56

57 Parish and other ecclesiastical divisions When you obtain information from church records, the place information may reflect the ecclesiastical (religious) jurisdiction rather than the governmental jurisdiction. Type the ecclesiastical jurisdiction. For example, if a christening occurred in a parish named St. Martin, you would type the parish name instead of a city name, as follows: St. Martin, Salisbury, Wiltshire, England Handling Latter-day Saint ordinance information The following is a list of date fields and the information you can add. Tip: If an downward-pointing triangle appears at the right side of the field, it means that you can select from a list of dates that you already typed. To view the available options, click on the field, press F4, or press Alt+down arrow. Date field Baptism Description Type the baptism date. If the baptism was by proxy, select the temple code. If the baptism was done while the person was alive, type the place or select it from the list. Tip: You cannot type both a temple and a place. Endowment Type the endowment date. Select the temple code. Sealed to Parents Sealed to Spouse Type the sealing date. Select the temple code. Type the sealing date. Select the temple code. Tip: Do not type the information about a Latter-day Saint baby blessing in the Christening fields. To add baby blessings and other Latter-day Saint ordinance information, such as priesthood ordinations, add them as other events and attributes. Typing codes in ordinance date fields When you type an individual s Latter-day Saint ordinance information, you can type codes instead of an actual date. The list shows you what codes are acceptable and what they mean: 57

58 Code Infant, Inf, Child, Chi Stillborn, Sti BIC Canceled, Can, DNS, DNS/CAN Submitted, Sub Meaning In the Baptism and Endowment fields, use these codes to indicate that the child died before the age of eight and that ordinance work is not necessary. In the Baptism, Endowment, and Seal to Parents fields, use these codes to indicate that the child was stillborn and that ordinance work is not necessary. In the Seal to Parents field, use this code to indicate that the child was born in the covenant to parents who were sealed in the temple before the child s birth. In the Sealing to Spouse field of the Marriage screen, use this code to indicate that the ordinance has been canceled or should not be performed. In any ordinance date fields, use this code to indicate that the name of the individual has already been submitted to the temple. You can also combine Submitted and Sub with the actual date of submission (for example: Sub 18 Nov 1993). Tip: When the Seal to Spouse Date field contains the word Submitted, a lowercase s appears in the InfoBox on the Pedigree View screen. This means that the ordinance has been submitted but not completed. Cleared, Cle Uncleared, Unc In ordinance date fields, use this code to indicate that the name has been submitted, as above, and the ordinance has been done. In ordinance date fields, use this code to indicate that the name was submitted but that it was not cleared. Tip: Using this code in ordinance date fields can help you quickly identify information that you need to find. Complete, Com Pre-1970 In ordinance date fields, use this code to indicate that the name has been submitted, as above, and the ordinance has been done, but you do not know the date that the ordinance was actually cleared. In ordinance date fields, use this code to indicate that the ordinance was done before Tip: You should usually not type this code in ordinance date fields if you can find an exact date instead. You may, however, see this code on records that you download from the Ordinance Index or the International Genealogical Index. Tip: Each individual s temple ordinance codes print in lowercase when the terms Submitted, Sub 12 Jan 1999, Cleared, or Done are typed in ordinance date fields. These terms show that the ordinance does not have an exact date but has been completed. Understanding ditto features Personal Ancestral File 4.0 does not have the same types of ditto features that previous versions did. Use the following strategies to avoid retyping information: 58

59 As you type names, dates, and places, Personal Ancestral File adds unique names, dates, and places to a list. You can select items from the list without having to retype them. Tip: You cannot delete items from this list; however, as you type other information, the options that you no longer use will eventually drop off the list. For fields that do not have this drop-down list, use Cut, Copy, and Paste. In notes, you can use various features, including Ditto and Cut, Copy, and Paste, to avoid retyping information. To use ditto 1 Move the cursor to a name, date, or place field. 2 To display the list of options, click. Or, press F4. Or, press Alt+down arrow. 3 Select the option that you want. Tip: Instead of clicking on the button, you can also begin typing the name, date, or place. If it matches an option that is on the list, Personal Ancestral File displays it in the field. If it is correct, you can simply move to the next field, and the complete name, date, or place will automatically be added to the field. If it is not correct, finish typing the correct information. It will be added to the list so that you can use it another time. To use Cut, Copy, and Paste 1 Highlight the text you want to copy. 2 To cut the text, press Ctrl+X. To copy the text, press Ctrl+C. Or, right-click, and select either Cut or Copy. 3 Put the cursor where you want the text to appear. 4 Press Ctrl+V. Or, right-click, and select Paste. Tip: You can copy information from one place of a record to another place in the same record, from one record to another record, or from a record in one database to a record in another database. 59

60 Adding other events and attributes to individual and marriage records The individual record and marriage record have several predefined fields on them. If you find information that you want to include on a record but the record does not have a field for it, you can add it as an other event. This allows you to track adoptions, bar mitzvahs, engagements, banns, and other types of information. You can also specify that one of these events or attributes should be kept confidential. To add other events and attributes to individual and marriage records 1 Display the individual or marriage record. 2 Click Options. Or press Alt+O. 3 Select New Event/Attribute. Or press E. 4 If the event is on the list, click it, and click Select. If the event is not on the list, click New to add it to the list. Tip: You can add the same event as many times as needed. For example, if a person had more than one alias, you can type one alias in the Alias field. Then you can add more Alias fields as other events. 5 Type the date and place of the event. 6 Indicate whether this information should be kept confidential. To remove other events and attributes from individual and marriage records 1 Display the individual or marriage record. 2 Put the cursor in one of the fields for the event you want to remove. 3 Click Options. Or press Alt+O. 60

61 4 Select Remove Event/Attribute. Or press M. 5 Personal Ancestral File asks if you are sure that you want to remove the event. Click Yes. Using the Define Custom Event screen Use the Define Custom Event screen to add a new type of event or attribute that you would like to include on an individual or marriage record. Option Title Short title Abbreviation Date Description Type the complete name of the event. This is the name that will appear on the list of other events and on reports that have enough room for the full name. Type a shorter version of the name. This name will appear on most reports. Type a 2-letter abbreviation for the event. This will be used on reports that have a very limited amount of space. Select how the date should be represented: Select None if the event or attribute should not have a date. Select Single if the event has one date. Select Range if the event covers an extended amount of time. Use description Click this option if you want to include a Description field with the other fields on the Individual or Marriage screen. Tip: This description will be used when you print books. Watch the sample at the bottom of the screen. It will show you how a sentence would read. 61

62 Option Verb construct Description Type a form of a verb that applies to the event. For example, if you are adding an event for the day a person became a United States citizen, you might add an event called Naturalization. The verb construct might be was naturalized on. On a report, the sentence would read He was naturalized on... Tip: This verb construct will be used when you print books. Watch the sample at the bottom of the screen. It will show you how a sentence would read. Place preposition Type the preposition that should come to between the date information and the place. To continue the naturalization example used above, you would type in as the place preposition. The sentence would then read He was naturalized on 12 Feb 1910 in... Tip: This preposition will be used when you print books. Watch the sample at the bottom of the screen. It will show you how a sentence would read. Using the Select Event screen The Select Event screen lists the events that you can add to an individual or marriage record. You can add new events to this list, edit the ones that are already on the list, or delete records from the list. Tip: Different events will appear for individual records and marriage records. Option Select Close New Edit Delete Description Click this button to include the highlighted event on the individual or marriage record. Click this button to return to the individual or marriage record without selecting an event. Click this button to add an event to the list. Click this button to change the settings of an event on the list. Click this button to remove an event from the list. You can delete only the events that you have added to the list. You cannot delete the events that come standard with Personal Ancestral File. Tip: If you have already added this event to individual and marriage records in your database, do not delete the event until you remove it from each individual and marriage that have it. If you delete the event from the list but do not remove it from the individuals and marriages, the information will not be print correctly. 62

63 Editing individual and marriage records When you find errors to correct or additional information to add to a record, you need to edit the record. Tip: If you need to correct the same information on several records, use the Advanced Focus/Filter feature to find the records. You can edit the records from that feature. To edit marriage records 1 Find the couple whose marriage record you want to edit. 2 From the Edit menu, select Marriage. Or if you are on the Family View screen, double-click on the marriage information. 3 Make all needed changes to the record. Tip: To delete information, simply highlight it, and press Delete or Backspace. 4 Click Save. To edit individual records 1 Find the individual you want to edit. 2 From the Edit menu, select the appropriate option. Or from the toolbar, click the Edit Individual button. Or double-click on the individual. 3 Make all needed changes to the record. Tip: To delete information, simply highlight it, and press Delete or Backspace. 4 Click Save. 63

64 Unlinking a spouse, child, or parent Unlinking removes an individual from a family relationship. Unlinking does not delete the individual from the database. Tip: You cannot unlink a person who is in the primary position. You need to move that person to another position on the screen. You can unlink: A spouse, child, mother, or father from the primary person. A person from a set of parents. Tip: When you unlink a person from a set of parents, the parents stay linked to each other as spouses, and all of their other children are still linked to them. Be aware of the following: When you unlink a child from a family, the rest of the family stays linked. If you delete a marriage record, all family members will be unlinked. If you unlink a spouse but do not delete the marriage record, the word Unknown appears where the spouse s name would appear. The word Unknown is simply a marker. The database does not contain an individual record for the unknown person. To unlink a set of parents from an individual 1 On the Family View screen or Pedigree View screen, click on the individual whose parents you want to unlink. 2 From the Edit menu, select Parents. 3 From the Parents of screen, click on the parent(s) that you want to unlink. 4 Click Unlink. 5 Personal Ancestral File displays a warning message. If you are sure you want to unlink these parents from the child, click OK. To unlink an individual from a family 1 On the Family View screen, click on the individual you want to unlink. Tip: You cannot unlink the primary person. Instead, you must move the person to the father, mother, spouse, or child position. 2 From the Edit menu, click Unlink Individual. 3 Personal Ancestral File displays a warning message. If you are sure you want to unlink this person from the relationship, click OK. 64

65 Deleting individuals and marriages Sometimes you find that you have added individuals to your database who should not be there. When you delete an individual, that person is removed from all families where he or she has been linked. When you delete a marriage record, all of the individuals in the family stay in your database, but they are no longer linked into a family. To delete a marriage from the database 1 From Family View or Pedigree, select the individual whose marriage you would like to delete. 2 To delete the primary person s marriage record, from the Edit menu, select Marriage. To delete the parents marriage record, from the Edit menu, select Parents Marriage. Tip: On the Family View screen, you can double-click on the primary person s marriage information. 3 From the Edit Marriage screen, click Delete. 4 To delete the marriage record, click OK. If you are unsure about deleting the record, click Cancel. Tip: If you delete a marriage record, the record is removed from the database but the individuals in the marriage remain in the database as unconnected individuals. The MRIN becomes available for the next marriage you add or import. To delete an individual from the database 1 From the Family View or Pedigree View screen, select the individual that you would like to delete. 2 From the Edit menu, select Delete Individual. 3 Personal Ancestral File displays a warning that lists the number of marriages linked to the individual you are attempting to delete. To delete the record, click OK. Or if you are unsure about deleting the record, click Cancel. Tip: Deleting an individual removes that individual from your database. The RIN becomes vacant and available for the next individual you add or import. 65

66 Rearranging children, parents, and spouses The order in which children, parents, and spouses are listed affects how Personal Ancestral File works. Individuals Children Parents Spouses Effects The order of children affects are displayed on screens and printed on reports. Because the screen does not have enough room to display all of the parents an individual may be connected to, you can specify a primary set of parents. Because the screen does not have enough room to display all of the spouses an individual may be connected to, you can specify which spouse appears by default. To edit child order Tip: By default, children are listed in the order in which they are typed. You can change the order as needed. 1 On the Family View screen, move the individual (whose children you want to change the order of) to the primary position. 2 From the Edit menu, select Order Children. 3 From the Child Order screen, select the child you want to place in a different order. 4 Click or to move the child to the correct order in the list. 5 Repeat steps two and three until all children are in the proper order. 6 Click OK. Understanding spouse order The first spouse listed appears by default when you use a database. To have another spouse appear by default, you will need to change the spouse order and make sure that the spouse you want appears first on the list. To edit spouse order 1 On the Family View screen, display the individual whose spouses you want to edit the order of. 2 From the Edit menu, select Order Spouses. 3 Click on the spouse that you want to move. 66

67 4 Click or to move the spouse to the correct position in the list. Tip: The spouse listed at the top of the list will appear by default when you use the database. 5 Repeat steps 3 and 4 until all spouses are properly listed. 6 Click OK. Linking a person to more than one set of parents You can link a person to more than one set of parents to show adoptive, foster, sealing, and other types of lines. However, because Personal Ancestral File can display only one set of parents, you must choose one set to be primary. When a person is linked to more than one set of parents, the Other Parents button appears on the Family View screen. Click it to view another set of parents and their ancestry. When you link a person to more than one set of parents, be aware of the following: If the parents you prefer to see do not appear by default on the screen, you need to use the Parents screen to change the primary parents. The default parent link is biological for the first set of parents and adopted for all others. If that is not correct, you need to use the Parents screen to change it. The Individual screen normally displays Latter-day Saint sealing-to-parents information. When you link a person to more than one set of parents, the Individual screen displays only the sealing information for the primary parents. You can add sealing information for other parents on the Parents screen. To edit parent order 1 On the Family View or Pedigree View screen, select the child. 2 From the Edit menu, select Parents. 3 Click on the parents whose order you want to change. 4 Click or to move the parents to the correct position in the list. Tip: The parents marked with an asterisk (*) are the primary parents. 5 Repeat steps 3 and 4 as needed until all parents are properly listed. 6 Click OK. 67

68 Using the Parents screen The Parents screen shows all of the parents linked to an individual. Option List of parents Description Click on a set of parents to change the information about them. Tip: The Relationship to parents and sealing information shown on the screen is for the set of parents selected on the list. Click these buttons to move the selected parents up or down on the list of parents. Tip: The first set of parents on the list are the default parents. Add Unlink Make Primary Relationship to parents Sealing to Parents Click this button to link a person to a new set of parents. You will be able to select parents already in your database or add new individuals. Click this button to unlink the selected parents from the individual. The parents will remain in your database, and they will remain linked. (In other words, they will still be married.) Click this button to make the selected parents the primary parents. They will be shown by default when a database is used. Select the option that best reflects the relationship between the child and parents. In the date field, type the date when the sealing occurred. Tip: If the individual was born in the covenant, type BIC instead of a date. In the temple field, select the temple where the sealing ordinance occurred. If the person was born in the covenant, leave the temple field blank. S Notes Click this button to add a source for the sealing information. Click this button to add notes about the child and parents. Tip: The notes will be added to the child s notes. 68

69 Adding contact information The contact information is the name, address, telephone number, and address for one of the following: The person shown on the Individual screen. A person you can contact for more information about the person shown on the Individual screen. The information added to a list of family reunion contacts comes from the contact information. To add or edit contact information 1 From the Individual screen, click the Address button. Or press Alt+A. Or click Options, and select Address. 2 Type the name, address, and other information. Press Tab to move from field to field. 3 When you are finished, click OK. 69

70 Using notes You can keep track of interesting historical information for each individual and marriage by using notes. Notes can include interesting or special circumstances surrounding an individual s birth, death, or marriage; humorous anecdotes that relate to the individual s life; stories; journal entries; and so forth. You can also type your research notes or list research that you need to do later. You can use two types of notes: Regular notes contain no special formatting; they can be narrative in paragraphs. Tagged notes contain a certain type of information and start with a specific word or unique character used consistently throughout the database. Separate a tagged note from other notes by blank lines. Examples of tagged notes: RELIGION: Reformed MILITARY SERVICE: Spanish-American War, Chief Musician, 2 nd Reg., N.C. Vol. TODO: Census, 1900 Philadelphia, Philadelphia Co., PA, for Jacob Guth, 52. Tip: If you want to make sure that a note will be printed on a report, type! as the first character. If you want to keep a note confidential, type ~ as the first character. Guidelines for notes Before you begin typing your notes, consider the following strategies: Decide which notes you want to share with others and which notes you want to keep private. Make sure the notes you want to share will be understandable to another researcher. For example, when you refer to yourself, you may want to use your name rather than the word I. Be consistent. For example, decide the following issues: - Will you spell out place-names or use standard abbreviations? (If you plan to share your information with others, you may want to spell out place-names. - Will you type dates using the American format (for example, Sep 10, 1867) or the international format (for example, 10 Sep 1867)? - Will you use tags, such as BIRTH? Which tags will you use? Do not record source information in your notes. Personal Ancestral File has a separate place to store source information. 70

71 Notes that are stored in separate files In versions of Personal Ancestral File before 3.0, you could store notes in separate files and use your DOS-based word processor or text editor to manage them. When you accessed the notes, Personal Ancestral File would start your word processor rather than use its own notes feature. It simply maintained a link between the individual and the notes file that you ware using. This functionality allowed you to bypass the limitations on the amount of notes that you could add. It also allowed you to use your word processor s full functionality. This functionality was not included in Personal Ancestral File 3.0 and higher versions. However, if a Windows-based word processor can read the files that contain your notes, you can use the Windows Copy and Paste features move them into a Personal Ancestral File 4.0 database. 1 Convert your INDIV2.DAT file into Personal Ancestral File 4.0 database. Tip: The convert process will not change your INDIV2.DAT file, so you will still be able to use it in the previous version of Personal Ancestral File that you were using. 2 Start a Windows-based word processor. 3 Open one of the files where your notes are stored. 4 Highlight the notes that you want to transfer. 5 From the Edit menu, select Copy. Or press Ctrl+C. 6 Switch to Personal Ancestral File. 7 Find the individual whose notes you just copied. Make sure that the individual is selected on the screen. 8 From the Edit menu, select Notes. 9 Press Ctrl+V to paste the notes. Keeping some notes confidential If you want to keep a note confidential, type ~ as the first character of the paragraph. If you want to print a note on reports, type! as the first character. Tip: If you are recording information about a person who is still living, please keep it confidential. 71

72 To view a list of sources from notes 1 From the notes screen, click the View Sources button. Or click Options, and select Sources. Or press Ctrl+R. 2 When you are finished, click Close. Adding and editing notes You can add notes for: Each individual record in your file. Each marriage record in your file. You can type notes in much the same way as you would use a word processor. Personal Ancestral File automatically wraps your text, so you do not need to press Enter unless you are ending a paragraph. Tip: Unless you are using tagged notes, it is better to press Enter only once between each paragraph. Indented paragraphs and no blank lines look best on book reports. Accessing the Notes screen The Notes screen lets you add, edit, and delete notes. You can display this screen from different places in the software. 72

73 The following chart summarizes the options you have for viewing notes: To view notes about: An individual. You can: Click the Notes button on an Individual record. On the Family View screen or Pedigree View screen, select the individual, and from the Edit menu select Notes. On the Family View or Pedigree View screen, select the individual, and on the toolbar click the Notes button. On the Family View or Pedigree View screen, select the individual, right-click, and select Notes. Can you use the Notes Selector? Yes Yes Yes Yes A marriage. Click the Notes button on a marriage record. No On the Family View screen, select the marriage information, and from the Edit menu select Notes. On the Family View screen, select the marriage information, and on the toolbar click the Notes button. On the Family View screen, select the marriage information, right-click, and select Notes. No No No To add or edit notes (starting from the Pedigree View or Family View screen) 1 Select the individual on the screen. Tip: If the individual already has notes, a small triangle appear in the upper-right corner of the name box. 2 From the Edit menu, select Notes. Or from the tool bar, click the Notes button. 3 If the Notes Selector screen appears, click on the tag you would like to use. If the Notes Selector screen does not appear, skip to step 4. 4 Type your notes. Tip: If you would want to print the note on reports, type an exclamation point as the first character of the paragraph. To keep a note confidential, type ~ as the first character. 5 To save your notes, click Save. 73

74 To add or edit notes (starting from an individual or marriage record) 1 Display the individual or marriage record. 2 Click the Notes button. Or press Alt+N. Or click Options, and select Notes. 3 If the Notes Selector screen appears, click on the tag you would like to use, and click Open. If the Notes Selector screen does not appear, skip to step 4. 4 Type your notes. Tip: If you want to print the note on reports, type an exclamation point as the first character of the paragraph. To keep a note confidential, type ~ as the first character. 5 To save your notes, click Save. Copying notes from one record to another On the Notes screen the Edit menu lists several features that you can use to copy notes from one record to another: Cut, Copy, and Paste. If you want to copy only some of the notes from one record to another, use the Cut (Ctrl+X), Copy (Ctrl+C), and Paste (Ctrl+V) features. Tip: If you have more than one database open, you can use Cut, Copy, and Paste to copy notes from a record in one database to a record in another database. Ditto. If you want to copy all or most of the notes, use the ditto options. Use these options to copy all of the notes from the following records: - The individual s father. - The individual s mother. - The individual s next oldest sibling. - The primary individual (the person in the primary position). - The last record in which you added or edited notes. To ditto notes 1 From the Edit menu on the Notes screen, select the ditto option you want. 2 Make any needed changes to the notes for this record. 3 Click Save. 74

75 To use Cut, Copy, and Paste 1 Highlight the text you want to copy. 2 To cut the text, press Ctrl+X. To copy the text, press Ctrl+C. Or, right-click, and select either Cut or Copy. 3 Put the cursor where you want the text to appear. 4 Press Ctrl+V. Or, right-click, and select Paste. Tip: You can copy information from one place of a record to another place in the same record, from one record to another record, or from a record in one database to a record in another database. Using tags Tagged notes contain a certain type of information and start with a specific word or unique character. Using tags allows you to select records with a particular tag for printing, exporting, or editing. For example, if you have consistently used a RELIGION tag to keep track of each individual s religion, you could print a report that listed all of the individuals from a certain place who all shared the same religion. You could then print that list and use it while you search that church s records. Tip: If you use tagged notes, you may want to use the Notes Selector. It allows you to work with all of an individual s notes at once or work with only notes with a particular tag. Using tags to identify event information Previous versions of Personal Ancestral File allowed you to record dates and places of only a few events: birth, christening, death, burial, and marriage. People often used notes to record information about other types of events. Personal Ancestral File 4.0 allows you to add other types of events to a record. Use this feature to record the date and place of these events. If you have other information about the event, record it in the notes. Some examples of tags for events are: 75

76 ADOPTION DIVORCE BIRTH EMIGRATION BURIAL IMMIGRATION CHRISTENING MARRIAGE CREMATION NATURALIZATION DEATH PROBATE Using tags to identify Latter-day Saint events Previous versions of Personal Ancestral File allowed you to record dates and places of baptism, endowment, sealing to parents, and sealing to spouse. People often recorded the dates and places of other types of other Latter-day Saint events in their notes. Personal Ancestral File 4.0 allows you to record date and place information for any type of event you want. Therefore, it is recommended that you use the Other Events feature to record the date and place of these events. Record other information about each event in the notes. Some examples of tags for Latter-day Saint events might be: BAPTISM MISSION BLESSING PATRIARCHAL_BLESSING CONFIRMATION PRIEST DEACON SEALING_PARENTS ELDER SEALING_SPOUSE ENDOWMENT SEVENTY HIGH_PRIEST TEACHER Using tags to identify relationship information Many people like to record information about family relationships. Tip: Use the Other Parents feature to link a person to another set of parents. During this process, you will be able to specify whether they were adoptive, biological, foster, or other types of parents. If you record information about relationships in your notes, you may want to use the following types of tags: CHILD PARENTS CHILDREN SIBLINGS FATHER SPOUSE HALF-(relative) STEP-(relative) MOTHER 76

77 Using tags to identify research notes You can use your notes to track issues that arise during your research. You can record the next steps you need to take, questions you have, and so forth. Some common tags for research notes are: ACTION NAME (variations) AKA (also known as) NOTE COMMENT NIL (no information located) CONFLICT PLACE DEADEND QUESTION ERROR RESEARCHER FILE UPDATE Using tags to identify subject information You will probably find information about your ancestor that does not fit anywhere on an individual or marriage record. Notes are the perfect place to keep this information. Tip: If you have information with a date and place, you might want to add it as an other event or attribute. You may want to use the following types of tags to identify subject information in your notes: BIOGRAPHY LAND CEMETERY MILITARY CENSUS OBITUARY CITIZENSHIP OCCUPATION COURT ORGANIZATIONS EDUCATION RELATIONSHIP HONORS RELIGION HOSPITAL RESIDENCES 77

78 Deleting notes To delete notes, you must first select the individual or marriage that contains the notes you want to delete. From there, you can choose to delete some of the note, all of the notes, or only notes that contain a particular tag. To delete some of an individual s notes 1 Display the Notes screen that contains the note to delete. 2 Use the mouse to highlight the part of the notes that you want to delete. 3 Press the Delete key. Tip: To delete all of the notes on this screen, click the Delete button. To delete all of an individual s notes that have a particular tag 1 On the Notes Selector screen, click on the tag you want to delete. Tip: If the Notes Selector does not appear when you access notes, you must turn the Notes Selector on. 2 Click Open. 3 Click Delete. Tip: To delete only some of the notes displayed, highlight the note before clicking Delete. 4 When Personal Ancestral File asks you to confirm the action, click Yes. To delete all of an individual s notes 1 Display the notes screen that contains the note to delete. 2 Use the mouse to highlight the note. 3 Click the Delete button. Tip: To delete a particular note, use the mouse to highlight the note, and press the Delete key. Using the Notes Selector If you use tagged notes, you may want to use the Notes Selector. The Notes Selector lets you choose whether you want to work with all of your notes at once or work with notes that have a particular tag. In Preferences, you can specify when the Notes Selector appears. It can appear in one or both of these instances: 78

79 When you access notes from an individual record. When you access notes from the Family View screen or the Pedigree View screen. You cannot use the Notes Selector with the notes of a marriage record. To use the Notes Selector to display notes 1 Open the Notes screen. 2 From the Notes Selector, click on the tag you want to view. Tip: To view all notes, click All. 3 Click Open. To use the Notes Selector to delete notes with a particular tag 1 From the Notes Selector screen, click on the tag you want to view. Tip: To view all notes, click All. 2 Click Open. 3 To delete all of the notes displayed on the screen, click the Delete button. Or to delete only some of the notes displayed, click on the notes, and press the Delete key. To turn the Notes Selector on or off 1 From the Tools menu, select Preferences. 2 Select the General tab. 3 To display the Notes Selector screen when you access notes from an individual record, click From edit individual. 4 To display the Notes Selector when you access notes from the Family View or Pedigree View screen, click While browsing. Changing the list of tags on the Notes Selector If the Notes Selector does not list all of the tags that you commonly use, you can change the list. You can: Add tags to the list. Edit the names of the tags that are already on the list. Remove tags from the list. 79

80 Return the default list of tags. Change the order that the tags appear on the list. To add a tag to the Note Selector 1 From the Notes Selector screen, click Add. 2 Type the tag. Tip: In the Notes Selector, a tag can have only one word. 3 Click OK. To edit a tag s name in the Note Selector 1 From the Notes Selector screen, click on the tag you want to edit. 2 Click Modify. 3 Type a new name for the tag (in the Notes Selector, a tag can have only one word). 4 Click OK. To change the order of tags on the Note Selector 1 From the Notes Selector screen, click on the tag you want to move. 2 To move the selected tag higher on the list, click. Or to move the selected tag lower on the list, click. To remove a tag from the Note Selector 1 From the Notes Selector screen, click on the tag you want to remove. 2 Click Remove. 3 When Personal Ancestral File asks you to confirm the deletion, click Yes. To return to the default list of tags 1 From the Notes Selector screen, click Defaults. 2 When Personal Ancestral File asks you to confirm the action, click Yes. 80

81 Citing sources Citing sources means that you record where you got the information about an individual. Citing sources provides you with the following benefits: It allows you to evaluate the reliability of your information. For example, an original record created near the time when an event occurred is probably more reliable than a biography written after the event. Knowing the source can help you identify information that you want to verify with other types of records. It provides a history of the sources you have examined. You can then focus research efforts on sources that have not yet been used. It helps you evaluate conflicting information. When you find conflicting information, such as two different birth dates for the same person, you can use your sources to determine which one is the most likely to contain the correct information. It acknowledges work done by others. How sources are stored Each source in your database should have one record in your database. That means that you need to type the information about each source once. You can link it to as many individual or marriage records as needed. You can link sources to specific events on individual and marriage records. This allows you to more accurately keep track of what information you found in which source. For example, you know which sources gave you birth information and which gave you death information. A source has three types of information: A source description, which describes the source as a whole. A source description is stored as a separate record in your database. After you type a source description once, you need only to select it from a list to cite it in another place in your database. The citation detail contains the information needed to find a particular piece of information within the source. For example, it might contain a page number of a book or a page and line number of a census. The citation detail is attached to a specific individual or marriage record, not to the source description. Therefore, if you need to cite the same source description and Citation Detail on another record, you can select the source description from a list, but you must retype the citation detail. The name, address, and telephone number of the repository where you found the source. This allows you or other researchers to find the source again. Tip: Each repository has a separate record. You only need to type each repository once. To use the same repository on other sources, you can simply select it from a list. Where I can find more information about citing sources 81

82 Guidelines for citing sources Type in your sources as you work, or you may forget them. Provide enough information so that you or another person can easily find the source again. You will never regret adding too much information. Cite the source you actually use. If you used an abstract or index, cite it and not the actual record. Abstracts and indexes may contain errors. Identify all researchers contributions, including your own. Use your name, not I or me, when referring to yourself. Record sources that did not contain any information. That way, you will not forget that you already used that source. For more information about citing sources A good reference book for citing sources in family history research is: Mills, Elizabeth Shown. Evidence: Citation and Analysis for the Family Historian. Baltimore: Genealogical Publishing Company, Adding sources Adding sources to a database is a three-part process: Type the source description, which includes the title, author, publication information, and other information that describes the source as a whole. Tip: Personal Ancestral File stores the source description as a source record. You can type a source description once and then link it to as many individuals, marriages, and families as you like without having to retype the information. Link the source description to an individual record, marriage record, or family in your database. Type the citation detail, which describes the exact place within the source where you found the information, such as a page or certificate number. Once you type a citation detail, you can copy it and paste it when you cite the same source for another individual, marriage, or family. When you add and link sources, you can use one of two methods: Start from an individual or marriage record. When you do this, you will have finished all three parts of the process. Use the Source List to add the source description. You can then link the source to an individual, marriage, or family, and add the citation detail. 82

83 Adding the actual text from a source You can type the text as it appears in the source. This has the following advantages: It allows you to evaluate the information from a source. If you type in the text or add a scanned image of the source, you will not have to go back to the source to find out what it actually said. You can print the actual text on reports. You can use field filters to search for words in the text. Tip: If you only attach a scanned image of the source, you will not be able to print the text on reports or use a field filter to search for text within the image. You can type the actual text as a part of the source description and as part of the citation detail. The following chart can help you decide where to type it: Location for actual text Source description Recommendations Type the actual text in the source description if the source has only one page and you want the actual text to appear each time you cite the source. You may also want to type it in the source description if you want the same portion of the text to appear each time you cite the source. Citation detail Type the actual text in the citation detail if the source has many pages and you cite several of them in your database. You may also want to type it in the citation detail if you want a different piece of the text to appear with a particular citation of the source. The source has many pages and you cite several of them in your database. You want a different piece of the text to appear with a particular citation of the source. Items on the Edit Source screen The Edit Source screen has the following items: Item Source Title Information For published works, type the title as it appears on the title page. For articles in periodicals, type the name of the article. For unpublished works, type a brief description of the source. Print title in italics If you want the information that you typed in the Source Title field to be printed in italics, click here. Tip: For a book, you would normally click this option. 83

84 Item Author Information For published works, type each author, compiler, or editor listed. For unpublished works, type the name of the person or institution that created the record. Publication Information For published books, type the place of publishing, publisher s name, and copyright date. For periodical articles, type the name of the periodical. For unpublished works, include the form of the record you used, such as microfilm, microfiche, certificate in the possession of..., or manuscript. Tip: If you mention a person s name, include his or her address in the repository information. Print in (parentheses) If you want the information that you typed in the Publication Information field to be printed in parentheses, click here. Tip: For a book, you would normally click this option. Repository Actual Text Click this button to record the name, address, and telephone number of the place where this source is stored. If you have only one page of a source, you can type the text exactly as it appears in the original record. If you have many pages from the same source, you may want to type the actual text as a part of the citation detail. Tip: You can also attach a scanned image of the source. However, if you do not type the actual text, you will not be able to print the text on reports or use a field filter to search for text within the image. Comments Type comments or explanations you have about the information. For example, you may want to explain calculations or other assumptions that you have made based on the information from this source. Or you may want to include instructions for using a particularly difficult source, directions to a monument or cemetery, or general impressions about the quality of the source. You may also give your opinion about the quality or accuracy of the source. Sample Footnote This field shows you how the source will be printed on reports. Tip: This field cannot display italics. Instead, the code <I> indicates where the italics will begin, and </I> indicates where the italics will end. These codes will not appear on your printouts. 84

85 Items on the citation detail The citation detail has the following items: Field Film/Volume/Page # Information Type all information needed to find the particular piece of information within the source. For a book, include page numbers. For periodical articles, include all information needed to identify the particular issue (such as volume and issue numbers or a month and year) and page numbers. For unpublished records, include certificate, item, folder, folio, or other numbers or indicators where the information can be found. Date of entry If applicable, type the date the record was made. If the source were a birth register, for example, you would type the date when the birth was registered. This was probably after the actual birth date. Do not type the date when you added the source record. Comments Type any comments or explanations you have about that particular entry, page, or record. Tip: If you calculated a year of birth or marriage from information you found in the source, this is a good place to explain the calculation. Actual text Click this button to type the text exactly as it appears in the original record. This can help you identify conflicts or evaluate your information without having to go back to the source. Tip: You may want to type this information even if you include a scanned image of the source. If you type this information, you can use the Find feature to search for this information. Image Click this button to attach a scanned picture of the item. You can also attach video or sound clips if you desire. Click this button to copy citation details on the screen. You can then paste them when you use the same source again. Tip: You can copy only one citation details at a time. If you copy one and then a second one, the second one will be pasted. The copied citation will be available until you exit Personal Ancestral File. Click this button to paste the citation details that you copied on a source. Adding sources to individual records You can group your sources according to the information that you found in them. For example, you can record the sources where you found the birth information in one group and the sources for death information in another group. 85

86 Grouping your sources helps you to identify what information came from which source. The following chart outlines the groups of sources on an individual record and how to link a source to them: To link a source to information about The individual in general Birth date and place Christening date and place Death date and place Burial date and place Latter-day Saint ordinances Other events and attributes that have been added to the record Double-click the S to the right of this field Title (suffix) Birthplace Christening place Death place Burial place The Temple field for that ordinance Confidential You can use two processes for adding sources to individual records. If the source is not in your database, you will add the source description, link it to the record, and add the citation detail. If the source is in your database, you can simply link it to the record and add the citation detail. To add a new source to an individual record Tip: If a source is not already in your database, need to type the source description, link it to the individual record, and type the citation detail. 1 Display the individual record that you want to add a source to. 2 Double-click the S that is located next to the information that you want to link a source to. Tip: If an S has an asterisk (*), sources have already been added to that information. 3 If the Sources for... screen appears, it means that sources have already been added to that information. To indicate that you would like to add another source, click New, then New again. If the Select Source for... screen appears, click New. 4 Type the information requested on each field of the Source screen. When you are finished, click OK. Tip: To add the name and address of the place where you found this source, click Repository. To add a multimedia file for the source, click Image. 5 With the new source selected, click Select. 86

87 6 Type the information requested for the citation detail. 7 When you are finished, click OK. To link an existing source to an individual record Tip: If a source is already in your database, you do not need to retype the source description. Rather, you simply need to link the existing source to the individual record and type the citation detail. 1 Display the individual record that you want to add a source to. 2 Double-click the S that is located next to the information that you want to link a source to. Tip: If an S has an asterisk (*), sources have already been added to that information. 3 If the Sources for... screen appears, it means that sources have already been added to that information. To indicate that you would like to add another source, click New, then New again. If the Select Source for... screen appears, click New. 4 Click on the source you want to use, and click Select. 5 Type the citation detail. 6 When you are finished, click OK. Adding sources to marriage records and families You can group your sources according to the information that you found in them. For example, you can record the sources where you found the marriage information in one group and about the family as a whole in another group. Grouping your sources helps you to identify what information came from which source. The following chart outlines the groups of sources on an individual record and how to link a source to them: To add a source about The marriage date and place The Latter-day Saint sealing The family Do this Double-click the S to the right of the Marriage place field. Double-click the S to the right of the Temple field. Click Source. You can use two processes for adding sources to marriage records and families. If the source is not in your database, you will add the source description, link it to the record, and add the citation detail. If the source is in your database, you can simply link it to the record and add the citation detail. 87

88 To add a new source to a marriage record or family Tip: If a source is not already in your database, need to type the source description, link it to the marriage record or family, and type the citation detail. 1 Display the marriage record of the marriage or family that you want to add a source to. 2 Double-click the S that is located next to the information that you want to link a source to. Tip: If an S has an asterisk (*), sources have already been added to that information. 3 If the Sources for... screen appears, it means that sources have already been added to that information. To indicate that you would like to add another source, click New, then New again. If the Select Source for... screen appears, click New. 4 Type the information requested on each field of the Source screen. When you are finished, click OK. Tip: To add the name and address of the place where you found this source, click Repository. To add a multimedia file for the source, click Image. 5 With the new source selected, click Select. 6 Type the information requested for the citation detail. 7 When you are finished, click OK. To link an existing source to a marriage record or family 1 Display the marriage record that you want to add a source to. 2 To add a source for the marriage, double-click the S that is located next to the information that you want to add a source for. To add a source for the family, click Source. Tip: If the S or Source button has an asterisk (*), the information already has sources. 3 If the item already has sources, the Sources for... screen appears. Click New. If the item does not have sources, the Select Source for... screen appears. Go to step 4. 4 Click on the source you want to use, and click Select. 5 Type the citation detail. 6 When you are finished, click OK. 88

89 Editing sources A source has three types of information; each type is edited differently. To edit the source description, the easiest way is to use the Source List. However, you can also begin from an individual or marriage record that uses the source. To edit the citation detail, you must begin from an individual or marriage record that uses that source. You can edit information about the repository. For example, you can update the name, address, or telephone number, assign a different repository, or remove it completely. Tip: If you converted source notes from a previous version of Personal Ancestral File, you may find that using the Source List is the fastest way to edit your sources. However, you will have to go to each individual detail to edit any citation details that were not converted correctly. To edit sources (starting from an individual or marriage record) 1 Display the individual or marriage record that uses the source you want to edit. 2 To edit a source to information on an individual record, double-click the S that is located next to the information that you want to add a source for. Or to edit a source for a marriage date or place or a sealing date or place, double-click the S that is located next to the information on the Marriage Screen. Or to edit a source for the family as a whole, click the Source button on the Marriage screen. Tip: If an S or the Source button has an asterisk (*), sources have already been added to that information. 3 If the item already has sources, the Sources for... screen appears: a b Click > until the source you want to edit appears Click Edit. If the item does not have sources, the Select Source for... screen appears. To record the name and address of the place where you found this source, click Repository. To add a multimedia file for the source, click Image. a b Click the source you want to edit. Click Edit. 4 Make any needed changes to the information, and click OK. 5 Make any needed changes to the Citation Detail. 6 To save the changes and return to the individual or marriage record, click OK. 89

90 To edit source descriptions (using the Source List) 1 From the Edit menu, select Source List. 2 Click on the source you want to edit. 3 Click Edit. 4 Type the changes needed. Tip: To record the name and address of the place where you found this source, click Repository. To add a multimedia file for the source, click Image. 5 When you are finished, click OK. To edit citation details 1 Display the individual or marriage record that has the citation details that you want to edit. 2 Double-click the appropriate source button. Tip: If an item already has sources, the source button displays an asterisk (*). 3 If the source is displayed on the screen, go to step 4. If the source does not appear, click > until the source appears. 4 Make any needed changes to the Citation Detail (located at the bottom of the screen), and click OK. Tip: To include a scanned image of the source, click Image. To add or edit the actual text as it appears on the record, click Actual Text. 5 To save the changes and return to the individual or marriage record, click OK. Changing a source s repository You may need to change a source s repository if, for example, the library where you found the source has closed or you have found the source in a more convenient location. You can change the repository associated with a source in two ways: You can change the repository while adding or editing a source. You can use the Source List. No matter which method you use, the new repository will appear in all places where you have used that source. 90

91 To change a source s repository (using the Source List) 1 From the Edit menu, select Source List. 2 Click on the source whose repository you want to change. 3 Click Edit. 4 Click Repository. 5 To select a different repository, click on the name, and click Select. Or to remove the repository, click <<no repository>>. 6 To return to the list of sources, click OK. To change a source s repository (while adding or editing a source) 1 From the Source screen, click Repository. 2 To select a different repository, click on the name, and click Select. Or to remove the repository, click <<no repository>>. 3 Click Select. Deleting and removing sources When you delete a source, you can choose to either: Delete the source completely from your database. Do this only when you no longer need that source for any record in your database. You can begin from either an individual or marriage record that uses the source, or you can use the Source List. Remove the source from a particular individual or marriage record. Do this when you want to use the source for other records in your database. To delete a source (starting from an individual or marriage record) 1 Display the individual or marriage record that uses the source you want to delete. 2 To delete a source to information on an individual record, double-click the S that is located next to the information from which you want to delete a source. Or to delete a source for a marriage date or place or a sealing date or place, doubleclick the S that is located next to the information on the Marriage Screen. Or to delete a source for the family as a whole, click the Source button on the Marriage screen. Tip: If an S or the Source button has an asterisk (*), sources have already been added to that information. 91

92 3 If the item already has sources, the Sources for... screen appears. To display the Source List, click New. Or if the item does not have sources, the Source List appears. Go to step 4. 4 From the Source List, click the source you want to delete. 5 Click on the source you want to delete, and click Delete. 6 When the computer asks if you are sure that you want to delete the source, click Yes. 7 To return to the individual or marriage record, click Close. To delete a source (using the Source List) 1 From the Edit menu, select Source List. 2 Click on the source you want to delete. 3 Click Delete. 4 When the computer asks if you are sure that you want to delete the source, click Yes. To remove a source from an individual or marriage record 1 Display the individual or marriage record that uses the source you want to edit. 2 Double-click the appropriate source button. If an item already has sources, the source button displays an asterisk (*). 3 Click > until the source you want to edit appears. 4 Click Delete. 5 When the computer asks if you are sure that you want to remove the citation, click Yes. 6 To return to the individual or marriage record, click Close. To remove the repository from a source (using the Source List) 1 From the Edit menu, select Source List. 2 Click on the source whose repository you want to remove. 3 Click Edit. 4 Click Repository. 5 Click <<no repository>>. 6 Click Select. 92

93 Using the list of sources The list of sources shows the sources in your database and allows you to add, copy, edit, or delete them. You can access this list in two main ways. From the Edit menu, select Source List. From an Individual or Marriage screen, click on the appropriate source button. If the record already has sources, a screen showing these sources appears. To indicate add another source, click New. Tip: The list of sources also appears when you print the list of citations referencing a source. Depending on which method you use, some buttons on the list of sources work differently. This table explains the two ways and how each button works: Button From the Edit menu From an Individual or Marriage screen Select Close New Copy Edit Delete This button is not available when you use this method. Click Close to return to the Family View or Pedigree View screen. Click New to add a new source to your database. This source will not be linked to an individual or marriage record. Click Copy to create a duplicate of the selected source. This is useful if you want to add another source that is very similar to one you have already typed. Click Edit to change the information you have recorded about a source. Click Delete to delete the source from your database. Click Select to link the selected source to the individual or marriage record. You can then add the citation detail for that source. Tip: When you print the list of citations referencing a source, click Select to choose the source to print. Click Close to return to the individual or marriage record without linking a source to it. Click New to add a new source to your database. After you have added the source, be sure to click Select to link it to the individual or marriage record. Works the same way. Works the same way. Works the same way. 93

94 To add a source from the Source List 1 From the Edit menu, select Source List. 2 Click New. 3 Type the information requested on each field of the Source screen. Tip: To record the name and address of the place where you found this source, click Repository. To add a multimedia file for the source, click Image. 4 When you are finished, click OK. Examples of Sources Published book Source description Citation detail 94

95 Multivolume book Source description Citation detail 95

96 Article in a periodical or newspaper Source description Citation detail 96

97 Transcription, manuscript, or other privately published book Source description Citation detail 97

98 Birth or other type of certificate Source description Citation detail 98

99 Microfilmed record Source description Citation detail 99

100 Journal or diary Source description Citation detail 100

101 Interview Source description Citation detail Using multimedia in sources You can add multimedia objects (pictures, sounds, and video clips) to sources just like you can add them to individual and marriage records. For example, you may want to add a scanned image of a birth certificate or an audio or video clip from an interview that you conducted. You can add one multimedia file to the source description and another to the citation detail. Keep the following guidelines in mind when you decide where to attach your multimedia objects: 101